Wedding and Event Coordinator

Job Summary

We are looking for a dynamic and well-organized Wedding & Events Coordinator to manage and coordinate weddings, social events, corporate events, and special functions at Eagleton The Golf Resort. The candidate will be responsible for understanding client requirements, coordinating with internal departments and external vendors, ensuring smooth event execution, and delivering an exceptional guest experience.

Key Responsibilities

• Coordinate with clients from initial enquiry through event completion.
• Understand wedding and event requirements, preferences, budgets, and expectations.
• Conduct venue/site visits and present suitable event spaces, packages, and facilities.
• Prepare event proposals, quotations, function sheets, and event schedules.
• Coordinate with F&B, Banquets, Kitchen, Housekeeping, Front Office, Engineering, Security, and other departments.
• Coordinate with decorators, florists, DJs, photographers, entertainers, and other event vendors.
• Ensure all event arrangements are executed as per the agreed requirements and timelines.
• Prepare and circulate detailed Banquet Event Orders (BEOs) / function sheets to concerned departments.
• Monitor event setup, dcor, seating arrangements, lighting, sound, food & beverage, and guest requirements.
• Be present during events to coordinate operations and resolve issues promptly.
• Maintain regular communication with clients before, during, and after the event.
• Handle last-minute changes and client requests professionally.
• Coordinate guest accommodation and special arrangements wherever required.
• Ensure proper billing, advance payments, final settlements, and documentation in coordination with the concerned teams.
• Follow up on leads and convert enquiries into confirmed bookings.
• Maintain an updated database of enquiries, confirmed events, lost business, and upcoming functions.
• Collect client feedback and maintain strong post-event relationships.
• Ensure all events meet Eagleton's service standards and contribute to guest satisfaction.
• Support the Events/Sales team in achieving revenue and business targets.

Key Skills & Competencies

• Strong communication and interpersonal skills.
• Excellent client handling and negotiation skills.
• Strong planning, coordination, and organizational abilities.
• Good knowledge of wedding and event planning.
• Ability to manage multiple events and priorities simultaneously.
• Strong vendor coordination and problem-solving skills.
• Excellent attention to detail.
• Ability to work under pressure and manage last-minute changes.
• Professional appearance and confident personality.
• Strong knowledge of banquet/event operations.
• Proficiency in MS Office and basic reporting.

Preferred Candidate Profile

• 510 years of experience in wedding planning, event coordination, banquet sales, hotel/resort events, or hospitality.
• Candidates with experience handling weddings, receptions, corporate events, social functions, and large-scale celebrations will be preferred.
• Prior experience in a luxury hotel, resort, wedding venue, or event company will be an advantage.
• Should be flexible to work weekends, holidays, and extended hours based on event requirements.

Key Performance Areas

• Wedding & event enquiry conversion
• Revenue generation
• Client satisfaction
• Event execution quality
• Vendor and internal department coordination
• Repeat business and referrals
• Timely and accurate event documentation
• Successful execution of events without operational issues