Wedding Coordinator

  • Events
  • Greenville, United States

Wedding Coordinator

Job description

About Us

High Spirits Hospitality is the parent company to Liquid Catering, Events at Judson Mill, Bravo1 Protection, Topside Pool Club, and High Spirits Events. What started as a small bartending company in our owner's garage in 2011 has grown into a thriving business with 40 full-time employees and 100+ part-time employees providing services for over 1,000 events a year. We are driven with the vision of providing exceptional customer service to our clients, as well as embracing a REMARKABLE team culture for our employees. 

Our Values:

We are...

  • Radically Inclusive
  • Embracing Individuality
  • Making Life Fun
  • Active Learners
  • Responsible Citizens
  • Keepin' It Real
  • Ahead of the Curve
  • Bold
  • Leading with Heart
  • Exceeding Expectations Everyday

Our Wedding Coordinator is tasked with planning and executing our weddings booked at Events at Judson Mill. Our ideal candidate will be someone who loves planning weddings, but doesn't want the stress of owning their own business. You will need exceptional organizational skills, a positive attitude, and the ability to manage priorities for incoming tasks. We need a dynamic individual who is up for a challenge everyday. It's important to note that this is a full-time job and you would not be able to operate your own wedding planning business simultaneously as it would conflict with our schedule.

Job Duties

Wedding Coordination Responsibilities: Serve as a member of our Wedding Coordination team at Judson Mill. Be committed to working weddings scheduled 3 months in advance.  The team will coordinate 80-120 weddings a year. This coordinator will work 40-50 weddings personally.

  • Coordinate the day-of logistics, timelines, vendor communication, and lay-outs with the client as appropriate with their package.
  • Be on-site at weddings for 10-12 hours at a time, as well as the 1-hour rehearsal block the day before.
  • Attend planning meetings and a 2-hour final detail meeting for each event.
  • Responsible for contacting all vendors 2 weeks prior to the event and being the day-of contact for family and vendor needs.
  • Coordinate the entire wedding details of All-Inclusive Weddings.
  • Adjust Client invoices, taking over the "sales" part at their initial coordinator "Check-In" meeting.
  • Responsible for helping set up and break down décor and personal items brought by the clients.
  • Communicate with venue and vendor staff before, during, and after the event to ensure a successful event.
  • Mitigate problems and issues as they arise.
  • Compile event details and timelines to provide to other coordinators.

Sales Responsibilities: Assist our sales team with customer communication and other tasks. This includes;

  • Work 1-2 phone shifts week where you will be responding to all first-time web submissions, answering client and prospect questions, scheduling and confirming appointments.
  • Conduct initial consults, both in-person or virtually. Encourage package upgrades for day-of wedding coordination, rentals, and all-inclusive packages whenever possible.
  • Issue contracts and complete contract calls.
  • Nurture booked clients throughout their relationship. Respond to questions and assist them with their planning. Ensure their event is set-up for success by communicating logistical details with the Operations Team.
  • Take over the final details planning of your assigned Wedding Clients.
  • Create venue layouts and place rental orders.
  • Complete all follow-ups effectively and respond to questions as needed. Provide insight, ideas, and options for all-inclusive packages when needed to lock in a sale.
  • Work with the Administrative Division to ensure all payments and deposits are made and client billing is accounted for in a timely manner.
  • Ensure all event vendors are approved to work in our space.
  • Issue client thank you notes, reviews, and surveys post event.
  • Be familiar with all policies, products and services offered by our company. Be an expert on policies that are in place for the venue.
  • Accountable for meeting monthly and annual sales goals, as well as both financial and customer satisfaction goals.
  • Attend networking events, training, and development sessions as required.

Other Duties

  • May periodically work for High Spirits Beverage Company or Bravo1 Protection in several different roles; particularly as a bartender, event manager, venue manager, or event staff.
  • Assist our Event Coordinator with planning and executing large company produced events and festivals.
  • Plan on working 4-8 weekend/evenings a month.
  • Continue to foster the company culture of High Spirits Hospitality by being an active, passionate member of our management and event team.
  • Handle other special projects as requested.
  • Reports directly to the VP of Sales & Marketing as part of a 3-person Wedding & Event Coordination team.

Expectations

  • Attend and be well-prepared for all staff meetings, training, and retreats.
  • Should be able to manage and prioritize incoming tasks and requests from the CEO.
  • Must be able to complete tasks on time and efficiently.
  • Own a cell phone with a text, voice, and data plan that can be used for work purposes. 
  • Provide exceptional customer service to our clients and guests.
  • Must be able to think critically and problem solve, sometimes in very high stress situations.
  • Should be able to demonstrate excellent communication and organizational skills.
  • Should always come to with a positive attitude, ready to work hard and be a supportive member of our team.
  • Responsible for turning in financial receipts in a timely manner and monitor the department budget to avoid excess expenditures
  • Be familiar with all policies, products and services offered by our company. Be an expert on policies that are in place for the venue.

Typical Schedule

As this is an event-based job, our Wedding Coordinators are expected to work 4-8 evening/weekend event shifts a month. Aside from events, there are frequent evening consults and appointments as well. Our pay period runs Wednesday-Tuesday, and we do give you the flexibility to take off on Mondays or Fridays when you have a weekend wedding. We do ask that you work from the office Tuesday-Thursday, but we provide a ton of flexibility to adjust your work schedule or work from home otherwise. There is some seasonality to this position, with our high season being April-June and September-December. 

Advancement

We do believe in developing our team members and providing them with numerous opportunities to grow. We customize a Career Road Map for each position, providing our team with clear expectations about the skills they need to develop to be considered for a promotion. 

Perks

  • Salary of $41,000-$49,000 based on experience.
  • BlueChoice Health, Dental, and Vision insurance offered following 60 days employment. We pay 50% of all premiums for employees and 10% of premiums for dependents.
  • Eligible to enroll with Palmetto Proactive Healthcare for just $15 a paycheck.
  • Eligible to enroll in a Unum short-term disability insurance plan, with the company paying 50% of your premiums.
  • FREE Unum $10,000 Life insurance policy and FREE Employee Assistance Program, enrolled upon hire.
  • Eligible to participate in our 401k program from day one. After your first year with us we'll provide up to a 1.5% company match. FREE money!
  • Eligible to participate in our Allstate Critical Illness, Accident, and Supplemental Life Insurance programs.
  • Exempt employees enjoy a flextime scheduling option + Discretionary Paid Time Off after your first 90 days. 
  • Annual Travel Bonus of $250 + you get a 4-week sabbatical every 4 years. 
  • Paid in-depth orientation and training provided.
  • Allowance for personal computers and phones used for business purposes (administrative employees).
  • Paid parental leave.
  • Eligible to participate in our Employee Referral Bonus programs. More FREE money!


Requirements

Requirements

  • 2+ years of experience in a relevant role. Must demonstrate the ability to plan and execute a wedding.
  • Must respect the diversity of our clients and be willing to serve all clients, regardless of their race, religion, sexual orientation, or gender identity.
  • Should demonstrate a strong working knowledge of Microsoft Office technology tools.
  • Should demonstrate good written and verbal communication skills.
  • Should demonstrate exceptional organization, analytical, and problem-solving skills.
  • Must be willing to work frequent nights and weekends.
  • Must be able to read, write, and speak fluent English.
  • Must be at least 21 years of age. 
  • Must have a valid drivers license and have your own vehicle. There will be some light daily travel involved. 
  • Must be able to lift, move, and carry 50+ lbs.
  • High School diploma or GED required. A college degree is NOT a requirement for this position.