Wedding Coordinator

Company Description The Elliot is a historic event venue in Cleveland’s Tremont neighborhood, transformed from the former Holy Ghost Church through an extensive renovation completed in July 2022. The space combines modern amenities with preserved architectural details, offering a distinctive setting for a wide range of events. The Elliot features two visually unique and flexible spaces suitable for weddings, corporate functions, private parties, and other celebrations. The team is dedicated to creating memorable experiences by tailoring events to the needs and style of each client.

Elliot Events is The Elliot’s in-house planning and coordination team offers a range of services designed to create a seamless, organized, and stress-free wedding experience.

The Event Coordinator serves as the primary coordination contact for Elliot Events clients beginning approximately 90 days prior to the wedding or event date, starting with the Intake Meeting and continuing through the completion of the post-event evaluation. This role is responsible for managing the coordination process, overseeing event logistics and timelines, communicating with vendors, and ensuring a seamless and stress-free experience for clients and guests throughout the planning process and on event day.

This is a client- and guest-facing role that focuses on coordination, communication, timeline management, vendor direction, décor oversight, and execution of the Client’s vision while upholding Elliot Events standards, processes, and hospitality expectations. The Event Coordinator represents the Elliot Events brand through professionalism, organization, excellent customer service, and a calm, solutions-oriented approach throughout all stages of the event experience.

Client Coordination Meetings

• Serve as the primary coordination contact for clients
• Schedule, prepare for, and attend client meetings, including intake meetings, client check-ins, and catering walkthroughs
• Guide clients through the coordination process and provide timely communication, support, and direction
• Review event details, vendor information, décor instructions, and logistical needs with clients prior to the event
• Create and finalize floor plans
• Submit table and linen orders to The Elliot as necessary
• Develop décor setup and packaging plan
• Ensure all event details, logistics, and deliverables are completed accurately and on schedule

Vendor Communication Event Coordination

• Create, manage, and distribute the Run-of-Show to all related vendors and parties
• Serve as the primary point of contact for vendors on event day
• Coordinate logistics, arrival times, setup schedules, and timeline execution with vendors leading up to and during the event
• Direct and organize vendors and wedding party members throughout scheduled activities
• Coordinate event flow with DJs/bands, photographers, caterers, hair and makeup teams, transportation providers, and additional vendors as needed
• Provide cues and timing support for speeches, entrances, processional activities, and scheduled reception events
• Troubleshoot issues as they arise while maintaining a calm, professional, and solutions-oriented presence
• Uphold Elliot Events standards, processes, and service expectations throughout the planning and event experience

Décor, Setup Event Execution

• Oversee or execute setup for ceremony, cocktail hour, and reception décor placement including signage, card boxes, guest books, escort cards, centerpieces, candles, table numbers, memorial tables, dessert tables, and bar décor
• Support ceremony rehearsal execution and wedding party organization if applicable
• Assist with ceremony-to-reception transitions and coordination of vendor activities during room flips
• Package items, décor, florals, and personal belongings into designated vehicles, as assigned
• Move décor, lightweight furniture, and event materials as needed in support of event setup and execution

Client Experience Hospitality

• Prioritize a seamless, organized, and stress-free experience for clients and guests
• Provide excellent customer service and hospitality throughout all client, guest, and vendor interactions
• Represent the Elliot Events brand professionally in both written communication and in-person interactions
• Maintain a polished, welcoming, and solutions-oriented approach throughout the planning and event process
• Ability to provide thoughtful, inclusive, and hospitality-driven service to diverse clients, guests, and vendors

Qualifications

• Minimum of 3 years of experience coordinating weddings with guest counts ranging from 50 to 200 attendees, including timeline management, vendor coordination, and day-of execution
• Experience managing event timelines, vendors, and client communications
• Strong understanding of wedding timelines, logistics, vendor coordination, etiquette, and unique nuances involved in wedding coordination
• Valid Ohio Driver’s License

Skills Competencies

• Excellent communication and interpersonal skills
• Strong organizational skills and attention to detail
• Ability to multitask and manage multiple moving pieces simultaneously
• Strong problem-solving skills and ability to remain calm under pressure
• Ability to work independently, exercise sound judgment, and confidently manage event logistics with minimal supervision
• Professional, polished, and hospitality-focused demeanor
• Ability to adapt quickly to schedule changes or evolving event needs
• Commitment to maintaining Elliot Events standards and processes
• Ability to professionally lead vendor communication and maintain timeline accountability during live events

Schedule Availability

• Ability to work a flexible schedule, including weekdays, evenings, weekends, and holidays, based on event schedules

Physical Requirements

• Ability to remain active throughout event shifts, including standing, walking, bending, lifting, and moving event materials or décor items as needed
• Ability to assist with setup, styling, décor placement, packaging, and light furniture movement throughout event days