Wedding Coordinator - Conference Services (Full-Time)

Basic Job Function:

Assist the Wedding Team with the selling and servicing of Sea Island Weddings and ancillary events. The Wedding Team Coordinator will take ownership and manage wedding inquiries via email, phone line and website. He/She will split their work week between administrative tasks and on-site event responsibilities. They are to promote the Sea Island legacy of warm genuine hospitality while upholding and ensuring compliance with all company and departmental policies and procedures.

Use of Company Vehicle: Not designated to drive a company vehicle

Minimum Requirements:

• Minimum two (2) years event coordination or related hospitality experience desired
• Experience working in a 4 or 5-Star property preferred
• High School Diploma or equivalent credentials
• College degee preferred
• Excellent communication skills, both written and verbal
• Working knowledge of Opera preferred
• Proficient in Windows XP and Microsoft Office software applications such as: Word, Excel, Power Point and Outlook
• Proficient with peripherals, copier, fax, and telephone
• Minimum typing skill of 40+ wpm preferred
• Consistently aspires to fulfill our core Company values (Benevolence, Commitment, Compassion, Fairness, Integrity, Quality, Reliability & Teamwork)
• Exhibits the Sea Island Five-Star Behavior Standards with guests, members, and co-workers
• Must possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectively
• Must be detail oriented and able to manage competing priorities and multiple deadlines in a fast-paced environment
• Ability to easily adapt to organizational and environmental changes
• Must be flexible to working days, early mornings, evenings, weekends, and holidays
• Report to work at the scheduled time, neatly groomed and in compliance with company Dress Code Policy

• Manage Wedding inquiries via email, phone line and website; contact potential clients in a timely manner and provide necessary follow up to ensure successful communication with client and Manager.
• Facilitate all wedding related complimentary room requests and amenity forms for planning meetings and wedding weekends.
• When applicable, escort potential clients through property tours and highlight features of facility as well as available services.
• Assist Wedding Manager in processing all room block, wedding event contracts and related deposits in timely manner.
• Run all appropriate financial pacing & revenue reports for the wedding team
• Maintain thorough and accurate documentation of prospective brides for the Wedding Team through the inquiry tracking report and send to department leaders.
• Prepare appropriate materials for all client meetings as well as provide follow-up to planning meetings and menu tastings on an as needed basis.
• Assist Wedding Managers with daily administrative tasks to ensure timely and accurate communication with all clients.
• Act as liaison between the Wedding Team and Sea Island's Marketing and Social Media Department for weekly social media posts including twitter, instragram, facebook and anniversary announcements.
• Update All Wedding Team Materials for internal and external Clients including supplying wedding information packets to gate house and front desk agents.
• Act as liaison between outside vendors and the hotel. Communicate all event details to contracted outside vendors prior to wedding events to ensure vendor understanding and client expectations.
• Assist with Wedding Manager on all wedding related events and act as an on-site contact to our clients.
• Maintain amicable relationship with past and current clients as well as vendors to ensure positive and continuous relationships with Sea Island.
• Track all incoming and outgoing packages; Work directly with the mail service department on wedding related items.
• Conduct ceremony rehearsals on an as-needed basis on behalf of the Wedding Manager.
• Represent Wedding Manager at weekly BEO, Production and Resume meetings on an as-needed basis to communicate details of upcoming events to other departments.
• Sell and plan intimate engagements and vow renewals
• Maintain a thorough knowledge of current guest services, activities, dining options, shops, local attractions, and historical information regarding Sea Island and the surrounding area to answer any questions guests may have to the best of one’s ability
• If applicable, complete a Guest Problem Resolutions (GPR) form on any issues (solved or unsolved issues) and follow-up on issues as needed (if computer access is not available give information to admin support)
• Maintains cleanliness and organization in all work areas
• Uphold appropriate departmental standards of quality/timing
• Uphold and ensure compliance with all company and departmental policies and procedures
• Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately
• Attends all scheduled employee meetings and brings suggestions for improvement
• Willing and timely execution of other duties as delegated by leadership
• Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods
• If applicable, must have the ability to work for extended time periods in an outdoor environment, including sun, heat, cold, wind, rain, and higher than normal noise levels
• Ability to perform repetitive tasks with accuracy
• Ablity to remain in standing position or walking for long periods of time
• Ability to lift, carry, pull and push up to 30 lbs intermittently throughout a shift
• Ability to read, write and communicate effectively in English, both written and verbal
• May be exposed to mechanical, electrical, chemical and fume hazards
• Ability to maintain compliance with Sea Island’s Company Resort Professional Image Policy