Wedding Sales Coordinator

Bass Pro Shops•Ridgedale, MO

14d•Onsite

About The Position

The Wedding Coordinator supports the Wedding Sales team by providing exceptional administrative, operational, and guest service support throughout the wedding planning process. This role assists with office administration, site tours, contract preparation, event logistics, and on-site assistance as needed to ensure every wedding experience reflects the high standards of Big Cedar Lodge.

Requirements

High School Diploma or Equivalent
Valid Driver’s License
One to three years of Hospitality, Event Management, or related experience preferred
Strong organizational and time management skills.
Excellent verbal and written communication skills.
Ability to prioritize multiple deadlines.
Proficiency in Microsoft Office; Agilysys or similar event management software preferred.
Strong attention to detail.
Ability to remain calm under pressure.
Excellent problem-solving skills.
Team-oriented with a positive attitude.
Strong interpersonal and relationship-building skills.
Ability to anticipate guest needs and deliver exceptional service.

Nice To Haves

Preferred Degree: N/A
Agilysys or similar event management software preferred.

Responsibilities

Assist Wedding Sales Managers with daily administrative tasks and manage their calendars
Conduct wedding venue tours for prospective couples when needed.
Prepare proposals, contracts, banquet event orders, and other sales documents.
Maintain accurate and up-to-date client records within Agilysys S&C, ensuring all electronic and physical files are organized.
Coordinate contract revisions, deposits, payment schedules, and required.
Assist with wedding showcases, open houses, and promotional events.
Support lead generation and follow-up activities.
Schedule appointments, venue tours, planning meetings, menu tastings, rehearsals, and vendor meetings.
Prepare reports, correspondence, presentations, and event materials.
Ensure contracts and event documentation are complete and accurate.
Assist with ceremony rehearsals as assigned.
Provide on-site support during weddings and related events as assigned.
Help oversee event timelines and communicate updates to operational teams.
Troubleshoot guest concerns and assist with last-minute changes.
Support room setup verification and event readiness.
Maintain positive relationships with preferred vendors.
Coordinate vendor arrival times, access, and logistics.
Assist with distributing event schedules and important information.
Maintain departmental calendars and planning documents.
Assist with invoice tracking and administrative reporting.
Participate in department meetings and training sessions.
Support special projects assigned by leadership.
ALL OTHER DUTIES AS ASSIGNED