Wedding & Events Coordinator

Inns of Aurora • Aurora, NY

1d • $65,000 • Onsite

About The Position

The Wedding & Events Coordinator is a key member of our Sales & Events team, responsible for delivering a seamless planning experience for our clients. This role’s primary focus is the coordination of all weddings with 30 or more guests, beginning after the contract is signed. The coordinator continues to support the client relationship through planning meetings, tastings, venue tours, and all pre‑event logistics. At the appropriate point in the planning timeline, the coordinator will handoff all finalized details to the execution team to ensure a smooth transition into event operations. In addition, the coordinator may be assigned social and corporate events at the discretion of the Director of Sales (DOS). The ideal candidate excels in communication, organization, and client service, and is comfortable supporting high‑end clients and elevated, detail‑driven events.

Requirements

• Minimum of 5 years of experience in event coordination, hospitality, or wedding planning.
• Demonstrated ability to manage large‑scale events or events with significant production elements, including complex timelines and multi‑vendor coordination.
• Experience working with high‑end clients and an understanding of the elevated service expectations associated with luxury events.
• Strong organizational skills with the ability to manage multiple events and competing deadlines.
• Excellent communication, interpersonal, and client‑service skills.
• Ability to remain calm, professional, and solution‑oriented in fast‑paced or high‑pressure planning environments.
• Proficiency with event management software, Microsoft Office, and general administrative tools.
• Availability to work evenings, weekends, and holidays based on client meetings or planning needs.
• A passion for hospitality and creating memorable guest experiences.
• Ability to sit, stand, and walk for extended periods during client meetings and site tours.
• Ability to lift up to 25 lbs for occasional planning materials or event documents.

Responsibilities

• Serve as the primary planning contact for all assigned weddings after contract signing, guiding clients through the full planning process.
• Conduct venue tours, planning meetings, tastings, and final detail reviews as needed.
• Coordinate all pre‑event logistics, including timelines, floor plans, vendor communication, menu selections, and planning documents.
• Prepare comprehensive event orders, production notes, and internal communication materials.
• Facilitate a structured handoff to the execution team at the assigned timeframe, ensuring all details are accurate, complete, and clearly communicated.
• Support the DOS by coordinating social and corporate events as assigned, maintaining the same high level of professionalism and attention to detail.
• Collaborate with internal departments — including Culinary, Banquets, Front Office, and Operations — to ensure all event details are aligned with operational capabilities.
• Maintain accurate client records, billing details, and post‑event documentation.
• Assist the DOS with administrative tasks, sales materials, proposals, and client communication as needed.
• Uphold brand standards and ensure every planned event reflects our commitment to exceptional hospitality.

Benefits

• We are proud to offer outstanding benefits to all of our employees.
• Full-time employees, those working 30 hours per week or more on average, are offered competitive medical and dental benefits, as well as generous paid time off packages.
• Full-time and part-time employees are eligible to participate in our 401K program and supplementary benefits.
• We are particularly proud to offer all of our employees a highly competitive employee discount at all of our lodging and dining properties.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed