WEDDING SALES AND EVENTS COORDINATOR
WEDDING SALES AND EVENTS COORDINATOR
Pay: £14\.00 per hour, plus a performance\-related booking bonus
Hours: 24 guaranteed hours per week initially, with additional paid hours for weddings, venue viewings and events
Job type: Permanent, part\-time , full time
Work location: In person
Schedule: Weekday, evening and weekend work according to customer appointments and confirmed events
ABOUT THE VENUE
The venue will host weddings, engagement parties, private celebrations, cultural events, live entertainment, conferences, classes and other community and commercial activities.
We are receiving a growing number of wedding and private\-event enquiries. We are looking for a capable Wedding Sales and Events Coordinator to manage those enquiries, arrange venue viewings, help convert customers into confirmed bookings and coordinate weddings from initial contact through to event delivery.
ABOUT THE ROLE
This is a hands\-on sales and coordination position.
The successful candidate will become the principal contact for wedding and private\-event customers. You will respond to enquiries, arrange and conduct venue viewings, prepare quotations using approved packages, follow up prospective customers and support confirmed weddings through the planning process.
You will also work during allocated weddings and events, coordinating customers, suppliers and venue staff under the direction of the Venue and Hospitality Manager or Director.
This position requires someone who is commercially aware, highly organised, comfortable discussing prices and deposits, and available for regular evening and weekend work.
MAIN RESPONSIBILITIES
Wedding and event enquiries
- Respond promptly and professionally to wedding and private\-event enquiries.
- Communicate with customers by telephone, email and approved messaging channels.
- Establish the customer’s preferred date, timings and alternative dates.
- Confirm expected day and evening guest numbers.
- Understand the customer’s budget and key requirements.
- Ask about catering, bar, music, decoration, furniture, ceremony and accessibility requirements.
- Record every enquiry accurately in the booking system or enquiry register.
- Assign a clear status and next action to every enquiry.
- Ensure no serious enquiry is forgotten or left without follow\-up.
- Escalate requests that cannot yet be confirmed.
- Arrange viewings at suitable times, including evenings and weekends.
- Prepare the venue before each viewing.
- Welcome customers and present the venue professionally.
- Explain the available spaces, facilities and approved services.
- Discuss how the venue could be arranged for the customer’s wedding or event.
- Ask appropriate questions about the customer’s priorities and budget.
- Avoid promising unconfirmed capacities, licensed hours, services or activities.
- Record the customer’s requirements and concerns following each viewing.
- Agree a clear next step before the customer leaves.
- Follow up promptly after every viewing.
- Prepare quotations using approved prices, packages and terms.
- Explain clearly what is included in the quotation.
- Identify optional services and additional charges.
- Follow up quotations professionally and consistently.
- Answer customer questions accurately.
- Seek management confirmation where a request falls outside approved packages.
- Request deposits according to the approved booking process.
- Confirm that the required contract and cleared deposit are received before treating a booking as confirmed.
- Record all payments, deadlines and agreed changes accurately.
- Protect valuable Friday, Saturday and seasonal wedding dates.
- Avoid offering unauthorised discounts.
- Record why enquiries are won, lost, postponed or withdrawn.
- Act as the main coordination contact for allocated couples.
- Create a planning checklist and timeline for every confirmed wedding.
- Arrange customer planning meetings.
- Confirm access, setup, ceremony, reception and finishing times.
- Obtain final day and evening guest numbers.
- Record room layout, furniture and equipment requirements.
- Confirm catering, bar, music, decoration and entertainment arrangements.
- Identify accessibility or additional\-support requirements.
- Coordinate approved caterers, decorators, DJs, photographers and other suppliers.
- Obtain supplier contact information and required documentation.
- Keep an accurate record of decisions and changes.
- Ensure additional requests are authorised and charged where necessary.
- Escalate safety, licensing, capacity or contractual concerns.
- Arrange a final\-detail meeting before the wedding.
- Prepare the final event schedule and customer information.
- Provide complete information to the operational team.
- Attend and support allocated weddings and private events.
- Assist with room preparation and presentation.
- Check that agreed furniture, equipment and customer requirements are in place.
- Welcome the couple, family representatives and suppliers.
- Coordinate supplier arrival and setup times.
- Provide suppliers with the relevant venue instructions.
- Support the event manager with the staff and supplier briefing.
- Keep the wedding or event running according to the agreed schedule.
- Communicate changes to the responsible manager.
- Monitor customer experience and address routine concerns.
- Help maintain the presentation and cleanliness of customer areas.
- Ensure that fire exits and access routes remain unobstructed.
- Report unsafe, unauthorised or potentially damaging activity immediately.
- Record additional hours, damage, incidents and customer concerns.
- Support the end\-of\-event handover and venue reset.
- Complete a short post\-event report.
- Help develop wedding and private\-event packages.
- Identify suitable opportunities to sell approved additional services.
- Develop relationships with local wedding suppliers.
- Support wedding open days and venue showcases.
- Help promote the venue to multicultural communities and wedding markets.
- Support accurate wedding and event content for social media and the website.
- Request customer reviews following successful events.
- Obtain appropriate permission before using customer photographs.
- Maintain a record of enquiry sources.
- Monitor common reasons for lost bookings.
- Recommend practical improvements to the customer journey.
- Support partnerships with caterers, decorators, photographers and other suppliers.
- Keep the wedding and event enquiry pipeline current.
- Maintain accurate customer contact records.
- Store quotations, contracts and event documents correctly.
- Record deposits and payment deadlines.
- Follow data\-protection and confidentiality procedures.
- Prepare a weekly enquiry and booking report.
- Report overdue customer decisions and payments.
- Keep supplier records organised.
- Maintain checklists for upcoming weddings.
- Provide accurate handovers when another employee is managing an event.
The Coordinator will provide a weekly report covering:
- New enquiries received.
- Enquiries awaiting a response.
- Venue viewings booked and completed.
- Quotations issued.
- Follow\-ups due.
- Provisional and confirmed bookings.
- Deposits requested, due and received.
- Estimated value of the active wedding pipeline.
- Reasons for lost enquiries.
- Weddings taking place during the next eight weeks.
- Missing customer or supplier information.
- Problems requiring management attention.
- Decisions requiring approval.
Applicants must be able to demonstrate:
- Relevant experience in weddings, events, venue hire, hotels, hospitality or customer sales.
- Experience dealing directly with customers.
- Confidence discussing prices, budgets and deposits.
- Strong written and verbal communication.
- Ability to follow up enquiries professionally.
- Excellent organisation and attention to detail.
- Ability to manage several customers and deadlines simultaneously.
- Confidence using email, spreadsheets and digital record systems.
- Ability to work independently within agreed procedures.
- Regular availability during evenings and weekends.
- Willingness to work during live weddings and events.
- Ability to travel safely to and from the venue for evening and weekend work.
- Legal right to work in the United Kingdom.
- Previous wedding or private\-event coordination experience.
- Experience converting customer enquiries into paid bookings.
- Experience conducting venue viewings.
- Experience preparing quotations or event proposals.
- Experience coordinating caterers, decorators, DJs or other suppliers.
- Experience supporting live wedding or event delivery.
- Experience within a wedding venue, hotel or conference venue.
- Understanding of multicultural or South Asian weddings and celebrations.
- Experience using a booking system or customer relationship management system.
- Knowledge of event bars, catering or hospitality operations.
- Scottish personal licence or alcohol\-service experience.
- First\-aid, food\-safety or event\-safety training.
We are looking for someone who is:
- Warm and professional.
- Confident when speaking to customers.
- Commercially aware.
- Highly organised.
- Accurate with details.
- Reliable and punctual.
- Calm under pressure.
- Respectful of different cultures and traditions.
- Comfortable discussing money.
- Persistent without pressuring customers.
- Capable of taking initiative.
- Willing to ask when something requires approval.
- Honest about mistakes and problems.
- Practical and willing to support event setup.
- Comfortable working as part of a small, flexible team.
The role provides 24 guaranteed hours per week initially with an opportunity to go full time.
Additional paid hours may be a
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