Coordonnatrice d'événements/mariages

Role and Responsibilities

1.To be the main point of contact and to coordinate all activities for future marriages, couples/event clients that have entered into a contract to have their wedding or event.

3.To provide direct input to the marketing, negotiating and securing of future marriage couples/event clients as required, including, providing detail, performing show arounds and meeting with future clients.

4.To work closely with all other team members but particularly the Marketing/Event Officer. As well as the cross-over of the roles as per point 2 above, this role has a critical and necessary role to provide input assistance and where necessary direct action to ensure the Company secures sufficient events for its budgets and targets.

Events Coordination Responsibilities

1.Facilitate the planning and coordination of the event leading up to the wedding/event with clients, including but not limited to:

• Regular coordination meetings (minimum monthly within 12 months of a wedding/event or bi-monthly more than 12 months prior to a wedding/event) with clients via videoconference /teleconference
• Supervise, plan and direct any on-site visits by clients and communicate results/agreements
• Coordinate with all suppliers and service providers as required in contracts with customers
• Provide updates and leads for correspondence with clients of all weddings/events through the companies' platform (Tripleseat) and inform the Finance Manager of any changes impacting the financial aspects of a wedding/event

2.Provide planning and coordination to the Chateau team to enable the team to prepare the Chateau for the event, including but not limited to:

• Staff requirements (as agreed with the Manager and the team)
• Staff planning (as agreed with the Manager and the team)
• Wedding/Event/Set-up/Food & Beverage Schedules & Amenities/Coordination Requirements
• Coordinate with all vendors and service providers regarding their timeline and implementation requirements

3.Manage weddings/events on the ground during events to ensure that all aspects of planning and coordination as above are followed and to be the main point of contact for guests during the event to answer any questions or requirements and communicate these requirements to the chateau team. This includes a kick-off meeting before an event to ensure that the Event Coordinator’s manager, peers, and other team members are aware of the daily activities associated with the event.

4.Be a key member of the chateau team. Attend weekly staff meetings and assist other members of the Château team whenever possible at all times. As the team is a small team, this role and all roles must selflessly contribute as team members. This assistance may take any form including cleaning, kitchen assistance and housekeeping if necessary.

Qualifications and education requirements

Experience in wedding events and event management

Preferred Skills

Excellent interpersonal skills

Good communication skills

Works well with team members

Fluent in French and English

Additional Notes

Varied working hours and planned working hours:

• The Event Coordinator’s role will require concentrated working hours during the wedding/event season, from May to October each year. During this period, taking extended periods of leave or extended absences is not possible other than mandated leave as below.
• Due to this concentrated period of working hours, the role will be managed on a flexible work schedule basis. In this role you will not be expected to work more than 1,607 hours over an annual reference period.
• The role requires regular communication with the company's clients, many of whom live overseas and in different time zones. As a result, much of the verbal communication will take place outside of normal "office" hours. The time the Event Coordinator spends on these activities will be part of the Event Coordinator’s recorded work hours.