Event Sales Manager & Wedding Coordinator

To manage communication and production of client events, while overseeing new inquiries, tours, and sales. The Event & Sales Manager ensures exceptional client experience from initial inquiry through event completion, supporting both sales and event execution functions.

Reports to:

General Manager

Works with:

General Manager, Vendors, Venue Managers, Owners

Key Responsibilities

Client & Vendor Management

·      Coordinate the details of all-inclusive weddings from contract to event day.

·      Meet with booked clients to review contract details and answer questions.

·      Maintain organized client files with event details and communication history.

·      Update and archive Event Summary files monthly.

·      Book venue vendors selected by clients and maintain ongoing communication with these vendors.

·      Communicate promptly with clients regarding questions and updates.

·      Create contract amendments for upgrades, guest count changes, or vendor adjustments.

·      Confirm all vendors (catering, flowers, DJ, dessert, etc.) each week prior to weddings.

·      Collaborate with the General Manager on problematic clients or special exceptions.

Event Coordination

·      Serve as the Day-of-Coordinator (DOC) for the majority of all-inclusive events. The use of Event Manager/DOC is acceptable for weekends with more than 2 events taking place. 

·      Meet with clients for a final meeting to confirm menu selections, guest counts, timeline, and last-minute details.

·      Coordinate ceremony rehearsals, including placement and movement of participants.

·      Collect personal decorations from couples or designated members at rehearsals.

·      Oversee event execution on the day-of and ensure client satisfaction until event conclusion.

·      Work with clients and Event Managers to support DIY events with outside coordination.

Sales Coordination

·      Manage inquiries through the CRM (Nurture Pro), including responding to texts, emails, questions, and setting tours.

·      Guide tours for prospective clients, presenting the venue and offerings effectively.

·      Handle follow-up communication to maximize conversion rates.

·      Collect signed contracts and maintain organized client documentation.

Other Duties

·      Perform additional responsibilities as assigned by ownership and the General Manager.

Qualifications & Skills

·      3 years of experience in event planning, coordination, or hospitality.

·      Strong organizational and multitasking abilities.

·      Excellent client service and communication skills.

·      Ability to manage stressful situations and resolve conflicts professionally.

·      Proficient in CRM systems, Microsoft Office/Google Suite, and event management software.

·      Detail-oriented with a high standard for client experience and event success.

Hours

Full-time, 40–50 hours weekly including weekends and evenings during peak event seasons.

Pay

Salary, with bonuses - based on experience