Wedding Co-ordinator

**Wedding Co-ordinator**

**Reports to**

**Front of House and Venue Managers**

**Purpose of Job**

The purpose of this job is to help clients plan and specify choices over their wedding/event and take responsibility for delivery of an excellent experience during the event itself for clients and their guests in line with the agreed specification. The post holder must meet and exceed standards for customer service, staff professionalism and troubleshooting, remaining commercially viable at all times, continually building on the good reputation of the Cripps brand. The role involves some administration work as well as presence at weddings and events.

**Key Tasks and Responsibilities**

**Planning and organising**
- _Respond to enquiries and arrange to meet with meet with couples to showcase the venue and ascertain their precise requirements._
- _Show potential couples around the respective Barn, talking them through how wedding days run, explaining menu choices and drink options - during the week and at weekends where necessary, promoting the venue and building a positive relationship with the couple._
- _Liaise with other venues to arrange viewings at different sites where necessary._
- _Leadplanning meetings with the couple to go over food choices, guest numbers, drink options, decorations, table layouts, timings and any queries/questions that they may have, liaising with Head Chef to provide clients with personal discussion of menu options._
- _Maintain ongoing dialogue with the couple through the notes system during the planning and organising of the wedding at the venue as required._
- _Liaise with chefs prior to the wedding over special dietary requirements, food choices and any special food requests having confirmed with clients in good time._
- _Assist the couple with table layout so they can arrange seating plan._
- _Organise and Co-ordinate other suppliers/contractors involved, e.g. florists, entertainment, stationers._
- _Prepare any documentation for clients and keep in contact through notes system to support effective planning and execution of event as well as relationship with Cripps._
- _Plan staffing roster for events ensuring adequate cover and skills._
- _Plan room layout and timetable for event with clients._
- _Establish any particular requirements for guests in respect of disability, ill health etc._

**Customer Service & Excellence**
- _Act as an ambassador for Cripps at all times._
- _Present self in a smart, friendly and professional manner._
- _Brief staff prior to event to ensure good knowledge of client requirements._
- _Ensure that all Front of House staff are correctly and smartly dressed at all times._
- _Ensure appropriate deployment of staff and allocation of work and locations for the event._
- _Ensure that guests are greeted and signposted to information boards and tables._
- _Ensure special dietary requirements not specified are dealt with through the kitchen._
- _Be readily available at all times to deal with problems or complaints._
- _Collaborate closely with Bar and Kitchen staff throughout the event itself to make sure that plans are working in line with client expectation._
- _Discretely keep in touch with clients throughout the event to ensure effective management of problems arising or changes to schedule._
- _Oversee the satisfaction of guests, responding to complaints swiftly and handling with diplomacy, making appropriate interventions and seeking help where necessary._
- _Collaborate with Head chef over any Report serious safety issues or behavioural problems and report to Operations Director_
- _Troubleshoot throughout event with all parties to ensure smooth flow of schedule and adjustments to timetable as required._
- _Ensure that all Front of House areas are clean and tidy at all times, including cloakrooms._
- _Oversee the dismantling of tables and equipment and clearing spaces for use later in the event, in collaboration with clients to assess readiness._
- _Train and support new staff referring to task and competency schedule as guidelines._

**Regulations & compliance**
- _Maintain the health, hygiene, safety and security of the working environment._
- _Maintain high standard of personal cleanliness, dress, and appearance required and set an example to the rest of the team._
- _Ensure maintenance and cleanliness of all working areas._
- _Ensure compliance with all legislative and company requirements._
- _Ensure there is a competent first aid person at all events._
- _Record any accidents/incidents in the Accident book._
- _Arrange medical attention when required._
- _Ensure safety and fire drills are carried out with staff._

**Staff Management**
- _Plan staff rotas, delegating work appropriately and covering holidays and other absence._
- _Ensure an appropriate team demeanour throughout events to facilitate a happy and memorable experience._
- _Monitor performance, conduct and dress code, providing constructive feedback where necessary._
- _Assist with