Due to internal promotions, we are excited to be recruiting a Wedding and Events Coordinator to join our experienced team at The Italian Villa, one of Dorset’s most unique and sought-after wedding and events venues.
As a family-run business, we pride ourselves on creating a supportive, welcoming workplace where every team member is valued. This hybrid role offers a fantastic opportunity to develop your skills and grow your career within the events industry, working alongside a talented and passionate team of event professionals.
The role combines office-based coordination with hands‑on event support. You will work closely with the Sales Manager to manage pre‑event administration, client communication, and planning, while supporting the Operations Manager on event days to ensure every wedding and celebration is delivered flawlessly.
Alongside working with couples and clients, we are also introducing internal events, offering further opportunities to expand your experience, learn new skills, and be part of shaping fresh and creative event concepts.
This is an ideal opportunity for someone who is highly organised, people‑focused, and eager to learn.
Key Responsibilities
* Respond to enquiries received by email, phone, and in person.
* Assist the Sales Manager convert enquiries into confirmed bookings while actively upselling.
* Record all bookings accurately and follow all internal booking procedures.
* Ensure every event is fully invoiced, with payments accurately tracked and aligned with the Accounts Team.
* Work toward and exceed sales and conversion targets across new, existing, and returning business.
* Proactively promote The Italian Villa by conducting viewings, attending wedding fayres, and supporting other sales activity.
* Deliver excellent customer care to encourage repeat business.
* Prepare and manage quotations for all types of events.
* Be responsible for ensuring all internal follow up processes are completed, including post viewing emails, follow up phone calls, and diary scheduling.
* To lead on the creation and printing of function sheets for the Head Chef and Operations Manager, ensuring all details are accurate.
* Attend weekly team meetings to communicate event requirements to all departments.
* Liaise with clients regarding all aspects of their event and update event sheets and packages as needed.
* Ensure final event details are received within the required timeframes.
* Manage booking diaries and payment tracking for all events.
* Complete general office duties including client correspondence, meeting administration, and filing.
* Propose creative event concepts that differentiate the venue from competitors, keeping on top of competitor activity and current industry trends to ensure offerings remain fresh and innovative.
* Provide creative marketing ideas and insights to support the Marketing Manager.
* Make decisions that reflect the best interests of the company and clients.
* Manage post event communication including gathering client feedback and sharing it with the team.
* Maintain a tidy, organised, and professional office environment.
* Be proactive and flexible in meeting client and guest needs.
* Adhere to the company smart dress code.
* Follow all health and safety procedures in line with company policy.
* Liaise with the Sales Manager and the Head Chef on complex quotes, costings, and operational requirements.
* Support the presentation of The Italian Villa for viewings and liaise with the Operations Manager to maintain standards in event spaces.
* Report any maintenance, cleaning, or presentation issues to ensure the venue always remains at a five‑star standard.
* Carry out any tasks necessary to support the smooth running of the business.
* Cover in the absence of the Sales Manager, managing the office operations, systems, enquiries, appointments, follow ups, and sales process to ensure continuity and achievement of sales targets.
On the Day Coordination Responsibilities
* Assist in the delivery of weddings, private events, and corporate functions.
* Support couples during menu tastings and upsell where appropriate.
* Work with the Operations Manager to forward plan events including supplier liaison and stock requests.
* Support the Sales Team and Operations Manager in delivering exceptional client experiences while meeting revenue targets and maximising profitability.
* Be responsible for initiatives that improve sustainability and environmental impact.
* Assist the Operations Manager with venue setup including ceremonies, receptions, and additional event areas.
* Lead on events in the absence of the Operations Manager.
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