Wedding Coordinator - Conference Services (Full-Time)

Full-time

Sea Island, GA

Accommodation

About the position

The Wedding Team Coordinator will assist the wedding team with the selling and servicing of Sea Island Weddings and ancillary events. This role involves managing wedding inquiries via email, phone, and the website, while splitting the work week between administrative tasks and on-site event responsibilities. The coordinator is expected to promote the Sea Island legacy of warm, genuine hospitality and ensure compliance with all company and departmental policies and procedures.

Responsibilities

• Manage wedding inquiries via email, phone line, and website; contact potential clients in a timely manner and provide necessary follow up.
• Facilitate all wedding-related, complimentary room requests and amenity forms for planning meetings and wedding weekends.
• Escort potential clients through property tours and highlight features of the facility and available services.
• Assist wedding manager in processing all room blocks, wedding event contracts, and related deposits in a timely manner.
• Run all appropriate financial pacing and revenue reports for the wedding team.
• Maintain thorough and accurate documentation of prospective brides through the inquiry tracking report.
• Prepare appropriate materials for all client meetings and provide follow-up to planning meetings and menu tastings.
• Assist wedding managers with daily administrative tasks to ensure timely and accurate communication with all clients.
• Act as liaison between the wedding team and Sea Island's Sales & Marketing Department for weekly social media posts.
• Update all wedding team materials for internal and external clients.
• Act as liaison between outside vendors and the hotel; communicate all event details to contracted outside vendors.
• Assist wedding manager on all wedding-related events and act as an on-site contact to clients.
• Maintain amicable relationships with past and current clients and vendors.
• Track all incoming and outgoing packages and work directly with the Mail Services Department.
• Conduct ceremony rehearsals on an as-needed basis.
• Represent wedding manager at weekly BEO, Production, and Resume meetings as needed.
• Sell and plan intimate engagements and vow renewals.
• Maintain a thorough knowledge of current guest services, activities, dining options, and local attractions.
• Complete a Guest Problem Resolutions (GPR) form on any issues and follow up as needed.
• Maintain cleanliness and organization in all work areas.
• Uphold appropriate departmental standards of quality and timing.
• Report all equipment problems, maintenance issues, and known safety hazards to supervisor immediately.
• Attend all scheduled employee meetings and bring suggestions for improvement.
• Execute other duties as delegated by leadership.

Requirements

• Minimum two (2) years event coordination or related hospitality experience desired.
• Experience working in a 4 or 5-Star property preferred.
• High School Diploma or equivalent credentials.
• College degree preferred.
• Excellent communication skills, both written and verbal.
• Working knowledge of Opera preferred.
• Proficient in Windows XP and Microsoft Office Software applications.
• Proficient with peripherals, copier, fax, and telephone.
• Minimum typing skill of 40+ wpm preferred.
• Consistently aspires to fulfill Core Company Values.
• Exhibits the Sea Island Five-Star Behavior Standards.
• Must possess a positive attitude and be able to work with a variety of people.
• Must be detail-oriented and able to manage competing priorities.
• Ability to easily adapt to organizational and environmental changes.
• Must be flexible to working early mornings, days, evenings, weekends, and holidays.
• Report to work at the scheduled time, neatly groomed, and in compliance with Company Dress Code Policy.