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Wedding Planner Coordinator

2 weeks ago

Umhlanga, KwaZulu-Natal, South Africa Red Carnation Hotels Full time
Job Summary

We are seeking a highly skilled Wedding Coordinator to join our team at Red Carnation Hotels. As a key member of our Banqueting Department, you will be responsible for delivering exceptional wedding experiences that exceed our clients' expectations.

Key Responsibilities:
  • Enquiry Phase:
    • Receive and respond to client enquiries in a timely and professional manner.
    • Process proposals and quotations for couples interested in booking their wedding with us.
  • Confirmation of Wedding Bookings:
    • Manage the processing of wedding contracts and ensure all necessary details are included.
    • Coordinate payment timelines and manage client finances on Opera.
  • Client Communication and Relationship Management:
    • Maintain regular communication with clients to understand their preferences and address any concerns.
    • Provide updates on the planning progress and monitor deadline dates for key activities.
    • Bld strong relationships with clients through effective communication.
  • Planning and Coordination Phase:
    • Develop comprehensive wedding plans, timelines, and budgets in collaboration with the bridal couple from inception to completion.
    • Coordinate and communicate with suppliers, photographers, hair and makeup artists, stationery designers, and printers, cake suppliers, etc.
    • Evaluate and enhance logistical details to align with the client's expectations.
  • Budget Management:
    • Create and manage the wedding budget, including identifying cost-saving opportunities.
    • Negotiate contracts with suppliers to ensure services meet the client's requirements within allocated budgets.
    • Track expenses and maintain a record of staying within or below budget for each wedding event.
  • Timeline Management and Adherence:
    • Develop and implement comprehensive timelines for the planning phase and the wedding day.
    • Ensure vendors are aware of and adhere to the established timelines.
  • Logistics and Setup:
    • Oversce logistics of the wedding day, including venue setup, supplier setup, and teardown.
    • Troubleshoot and resolve any logistical issues that may arise during the wedding.
  • Supplier Liaison and Management:
    • Serve as the primary point of contact for all wedding suppliers.
    • Liaise with suitable suppliers and negotiate contracts to ensure quality services within the confirmed wedding budget.
  • Problem Resolution:
    • Anticipate and address any issues that may arise during the planning phase or on the wedding day.
    • Have a contingency plan in place for potential challenges.
    • Maintain a proactive approach to prevent potential problems and mitigate risks.
  • Guest Management and Satisfaction:
    • Assist with seating arrangements and guest dietary requirements.
    • Coordinate transportation and accommodation for wedding guests.
    • Foster long-term relationships with clients, leading to referrals.
  • Team Collaboration:
    • Collaborate with internal hotel departments to ensure seamless coordination prior to and during the wedding.
    • Evaluate the overall success of the wedding and identify areas for improvement.
  • Event Success Rate:
    • Achieve a high rate of successful wedding events with positive client feedback.