Office Assistant

Wedding Venue Operations & Client Services Manager

Position Type: Full-Time
Department: Venue Operations
Reports To: Venue Owner / General Manager

Position Overview

The Wedding Venue Operations & Client Services Manager is a key administrative and client-facing position responsible for keeping the venue office organized, ensuring excellent communication with couples and vendors, and supporting the smooth operation of weddings and events from booking through completion.

This position requires someone who is highly organized, professional, personable, detail-oriented, and comfortable managing multiple priorities at once. The ideal candidate will be able to communicate confidently with brides, families, vendors, staff, and management while maintaining a warm and welcoming experience for every client.

This is a hands-on position that requires someone who takes initiative, anticipates needs, solves problems, and is willing to do whatever is necessary to help the venue operate successfully.

Key Responsibilities Client & Couple Relations

• Serve as a primary point of contact for wedding couples and clients.
• Answer phone calls, emails, text messages, and other client inquiries promptly and professionally.
• Respond to questions regarding venue policies, packages, timelines, payments, setup, vendors, and event details.
• Maintain positive and professional relationships with clients throughout the planning process.
• Follow up with couples when information, documents, payments, or decisions are outstanding.
• Help clients understand venue procedures and expectations.
• Assist with resolving client concerns and escalating issues to management when appropriate.
• Provide a high level of customer service before, during, and after events.

Contracts & Event Administration

• Prepare, review, organize, and maintain client contracts and related documents.
• Ensure contracts are complete, accurate, signed, and properly filed.
• Track important contract dates, deposits, balances, deadlines, and client requirements.
• Prepare contract amendments, addendums, invoices, and other client documentation as needed.
• Maintain accurate electronic and physical client files.
• Keep client information and event details updated in the venue's systems.
• Assist with keeping wedding timelines and event information current.

Bookkeeping & Financial Administration

• Assist with basic bookkeeping and financial recordkeeping.
• Prepare and send invoices and payment reminders.
• Record payments and maintain accurate client account information.
• Monitor outstanding balances and follow up on past-due accounts.
• Assist management with financial reports and reconciliation.
• Maintain organized receipts, invoices, vendor bills, and other financial documentation.
• Work with the owner/accountant on bookkeeping questions and financial records.

Office Management

• Manage day-to-day operations of the venue office.
• Answer and direct incoming phone calls.
• Monitor and respond to office email.
• Maintain office calendars, appointments, meetings, and schedules.
• Keep office records organized and up to date.
• Order office supplies and maintain necessary administrative materials.
• Create and maintain forms, checklists, spreadsheets, and other office systems.
• Help develop procedures that make the venue more efficient and organized.

Wedding & Event Coordination Support

• Assist the wedding coordination team with administrative needs.
• Maintain current event information, guest counts, timelines, floor plans, and special requests.
• Communicate important event information to appropriate staff members.
• Coordinate information between couples, venue staff, caterers, florists, rental companies, DJs, photographers, and other vendors.
• Help ensure that important details are communicated before each event.
• Assist with last-minute changes and client requests.
• Be available to assist with occasional events, meetings, tours, and venue activities as needed.

Venue Tours & Sales Support

• Assist with responding to new wedding inquiries.
• Schedule and coordinate venue tours.
• Provide prospective clients with accurate information about venue packages, policies, and procedures.
• Assist with follow-up communication after tours.
• Maintain accurate sales and inquiry records.
• Help move prospective clients through the booking process.

Vendor & Staff Communication

• Maintain professional relationships with preferred vendors and event professionals.
• Communicate event details and logistical information to vendors as needed.
• Assist with scheduling staff and communicating important event information.
• Help ensure staff members have the information necessary to successfully perform their responsibilities.

General Responsibilities

• Maintain confidentiality of client, business, and financial information.
• Handle sensitive client situations professionally and discreetly.
• Identify problems before they become larger issues and bring solutions to management.
• Assist with special projects and business development initiatives.
• Help maintain the professional image and reputation of the venue.
• Represent the venue with professionalism at all times.
• Perform other duties as assigned by management.

Qualifications & Skills

The ideal candidate will have:

• Excellent customer service skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail.
• Excellent organizational and time-management skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional and friendly telephone and email etiquette.
• Strong computer skills and willingness to learn new software.
• Experience with Microsoft Office, Google Workspace, spreadsheets, and scheduling systems.
• Basic bookkeeping or accounting experience preferred.
• Experience with contracts, invoicing, or administrative work preferred.
• Experience in weddings, hospitality, events, customer service, or venue management is a plus.
• Ability to handle confidential information appropriately.
• Ability to remain calm and professional when dealing with stressful situations.
• Ability to work independently while also functioning as part of a team.
• Strong problem-solving and decision-making skills.

What We Are Looking For

We are looking for someone who is dependable, organized, proactive, and genuinely enjoys helping people.

The right person will not simply wait to be told what needs to be done. They will see what needs attention, take ownership of it, and follow it through to completion.

Because weddings involve many moving parts and last-minute changes, this person must be comfortable working in a fast-paced environment and handling multiple priorities without losing attention to detail.

A successful candidate will understand that excellent communication and organization are essential to creating an exceptional wedding experience for our clients.

Schedule & Availability

The position primarily involves regular office hours; however, flexibility is required based on the venue's event schedule.

Occasional:

• Evenings
• Weekends
• Wedding days
• Client meetings
• Venue tours
• Special events

may be required.

Success in This Position

Success in this role means:

• Clients receive timely, professional communication.
• Contracts and client files are accurate and organized.
• Payments and invoices are properly tracked.
• Wedding details are communicated clearly to the appropriate people.
• The venue office stays organized and efficient.
• Problems are identified and addressed proactively.
• Couples feel informed, supported, and taken care of throughout their experience.
• Management can trust that important administrative details are being handled without constant follow-up.

Compensation

Will be based on experience.

This position is an important part of the client experience and the day-to-day success of both of our venues.

Work Location: In person

Work Location: In person