Coordinator – Weddings & Social Events

About the Role

Are you passionate about events, customer service, and organization? Do you enjoy guiding clients through the planning of important moments and ensuring seamless coordination?

We are looking for a Weddings & Social Events Coordinator to support client inquiries, file preparation, and event coordination. This individual will work closely with the Sales and Operations teams to deliver an exceptional client experience and ensure the smooth execution of every event.

RESPONSIBILITIES

Client Inquiries & Communication

• Respond to inquiries, including WeddingWire inquiries, within 24 hours.
• Provide information on pricing, availability, menus, and packages.
• Welcome and meet prospective clients for site visits, with or without an appointment.

Administration & File Management

• Prepare contracts, estimates, and event blocks.
• Process reservations through OpenTable.
• Collect deposits and ensure all billable charges are accurately recorded according to agreed terms.
• Keep sales tools up to date, including menus, brochures, website content, and promotional materials.
• Maintain accurate and up-to-date budget tracking.
• Verify event blocks and prepare required reports.

Wedding & Social Event Coordination

• Prepare BEOs, breakdowns, and floor plans using Social Tables.
• Collaborate with internal teams, including Culinary, Service, Operations, and Sales, to ensure seamless event execution.
• Ensure all special requests are approved by management.
• Attend events as required, including during the day, evenings, weekends, and holidays.

Internal Collaboration & Operational Support

• Ensure effective communication between departments.
• Participate in promotional events, such as trade shows and open houses.
• Perform other related duties as required.
• Organize and/or assist with internal events such as recruitment weekends, Town Halls, Health Week, Halloween, the Employee BBQ, and the Holiday Party.
  
  

QUALIFICATIONS

• 1–2 years of experience in event coordination, sales, weddings, or hospitality.
• Experience in customer service and managing inbound inquiries.
• Strong organizational, coordination, and time-management skills.
• Excellent attention to detail and ability to manage multiple files simultaneously.
• Strong communication and interpersonal skills.
• Ability to work effectively with various departments, including Culinary, Service, and Operations.
• Fluency in French and English, both spoken and written.
• Proficiency in Microsoft Office and comfort with technology; experience with a CRM, OpenTable, or Social Tables is an asset.
• Experience preparing contracts, BEOs, floor plans, estimates, or other event-related documents is an asset.
• Availability to work according to operational needs, including evenings, weekends, and holidays.
• Professional, self-motivated, proactive, and customer- and results-oriented.