About This Role
Working behind the scenes to ensure weddings run smoothly is the core of this coordinator role. You will manage daily correspondence with vendors and hotels, coordinate logistics from booking through to the event day, and meticulously track details across multiple concurrent weddings. This role suits someone who is highly organized, communicates clearly, proactively follows up on tasks, and remains calm when managing many moving parts simultaneously.
Responsibilities
- Manage ongoing email and WhatsApp correspondence with vendors, hotels, and venues
- Request, collect, and compare supplier quotes, availability, and contract details
- Coordinate wedding logistics, including bookings, deliveries, timings, and supplier arrivals
- Keep detailed trackers showing the status of every wedding in progress
- Follow up on outstanding replies, confirmations, and documents until each is closed out
- Create and update event timelines, checklists, and running orders
- Keep files, contracts, and supplier details organized and easy to pull up
- Raise scheduling conflicts, delays, or missing information early so they can be sorted out
- Prepare summaries of status and next steps across concurrent weddings
- Support the planning team with daily administrative coordination
Requirements
- Excellent written English with a clear, polite, and professional tone for supplier correspondence
- Proven experience coordinating several projects or events at the same time without losing track
- Exceptional organizational skills and accuracy with dates, times, names, and numbers
- Confident handling high volumes of email and WhatsApp correspondence
- Strong follow-up discipline and the habit of chasing outstanding items until they’re resolved
- Comfortable working in spreadsheets and shared trackers or project management tools
- Sound judgment about what to handle yourself and what to escalate
- Self-directed, precise, and consistently dependable
- Strong communication skills and a collaborative approach
Nice to have:
- Background in events, weddings, hospitality, travel, or venue coordination
- Experience corresponding with hotels, venues, or suppliers on bookings and contracts
- Familiarity with project management tools such as Notion, ClickUp, Asana, or Trello
- Experience preparing event timelines, run sheets, or supplier schedules
- Comfortable with last-minute changes and shifting priorities
- Capable of running several projects side by side under deadline pressure
Benefits
- Work on real events with real deadlines, where your organization shapes how someone’s wedding day turns out