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Twenty Mile House, a 200 acre beautiful destination wedding venue with a spark of history and boutique elegance located in Cromberg, California is seeking a Wedding Coordinator to join their team. Twenty Mile House is tucked away in the Sierra Nevada forest among creeks, towering trees and evergreen ambiance near Quincy and Portola. We are looking for someone to join our team and help us create unforgettable wedding days in an eco-friendly environment for our customers.
GENERAL SUMMARY:
The Full-time Wedding Coordinator is responsible for assisting with the planning, day-of-coordination and additional administrative tasks of wedding events at the Twenty Mile House. The goal is to assist in providing an outstanding wedding experience for our wedding couples and their guests and ensure that the wedding party’s vision comes together seamlessly on the wedding day.
ESSENTIAL JOB RESPONSIBILITIES:
Wedding Coordinator Responsibilities
Planning
Support and assist the Director of Events & Wedding Coordination Team with planning the wedding
Work with wedding couples to create a detailed plan for their wedding day
Ongoing communication with wedding couples to answer any questions leading up to their wedding day
Schedule and manage wedding planning meetings
Use of computer systems (Google Drive, Asana, Dropbox)
Create timelines, ceremony outline, floor plans
Ensure all planning worksheets & insurance is received 30 days prior to wedding
Communicate with vendors any necessary information prior to wedding
Fine tuning documents to ensure future success & growth of business:
procedures & systems are developed
SOPs are continually updated
Checklists
Involved in entire wedding planning process, from start to finish - scheduling tour, tour, follow up, booking, setting up Dropbox account, answering any questions throughout engagement, planning meeting, finalizing worksheets, check in, rehearsal, day of coordination, check out, follow up
Day of Coordination
Oversee designated weddings and/or support and assist the Wedding Coordination Team with day of coordination of weddings
Make each wedding party feel valued, well taken care of and relaxed
Respond to guest concerns as they arise
Ensure gift & welcome card are in couple’s accommodation prior to arrival
Oversee check in & check outs of wedding guests
Manage ceremony rehearsal and rehearsal dinners
Wedding Day management for 8+ hours
Complete Day-of-Wedding Checklist
Final walk through of grounds ensuring setup is completed to guests’ vision
Monitor & ensure event standards are maintained at the highest level
Oversee and manage staff and vendors during rehearsal dinners, the wedding day and other events connected to the wedding
Oversee vendors to ensure wedding is according to planned, communicating any changes
Follow up with couples post-wedding
Season Opening & Closing
Assist with overseeing smooth opening/cleaning General Store & storage areas prior to the season & after the season
Ensure all inventory has been documented & orders are placed prior to season.
Ensure inventory documented for season closing
System Management
Google Drive
Keep all files in corresponding Team Drive up to date including
event set up & service SOP/manual, assist Wedding Coordination Team
wedding coordination SOP/manual
checklists
inventory
any other pertinent information to event and wedding coordinator position
Ensure all above documents are completed & properly documented after each shift
Staff Communication Folder
individual wedding folders to upload:
checklists
end of shift report
Continue to improve on existing systems, checklists, etc.
Bring up new methods, ideas and procedures that could help the organization of TMH
Check Ins & Check Outs
Ensure all areas (including General Store & grounds) are cleaned immediately after check out and ready for tours and/or guest check ins by the end of day or check in time
Complete final walkthrough of grounds & event areas prior to check in
Oversee cleanliness of required guidelines and excellent standards as outlined in the Event folders
Make sure checklist for check-ins & check-outs is complete - reference Wedding Coordination SOPs & Event SOPs
Employee Management/Leadership
Develop & build team members, communication and respect
Create a positive and functional team environment at the Twenty Mile House.
Be a positive role model for all TMH staff
Provide positive feedback to staff on work they are doing.
Provide constructive criticism in a respectful and considerate manner on areas to improve when identified.
Be approachable to all employees including an open door policy for them to feel safe and comfortable addressing any concerns.
Communicate and listen to all employees in a respectful manner.
Be solution oriented when problems or concerns arise.
Be open and receptive to feedback in a positive manner.
Oversee Event Managers
Assign Event Managers to required tasks and duties to ensure goals are met.
Ensure Event Managers are meeting dress code and uniform requirements as per TMH Employee Handbook.
Manage Event Managers in a positive team building manner
Ensure all Event Managers are trained on, following & completing the policies, procedures, protocols, IIPP guidelines, checklists and standards required for their position so they are competent and thorough in their duties and providing a high level of service.
Ensure the Event Checklists are used and documented after guests check out.
Oversee the cleaning of general store front and back of house, offices, upstairs and bathrooms on a weekly basis. Schedule deep clean monthly with the team as needed
Staff Performance
Train staff to report any problems or concerns to their direct supervisor
Event staff report to Set-up or Service manager
Set-up & Service manager report to Lead Wedding Coordinator
Wedding Coordination Team to work with Director of Events if any continued or HR issues arise
Help solve problems in a timely and consistent manner.
Willingness to address any event concerns as they arise using appropriate communication & documentation
Oversee, document and manage performance issues with Event staff, seeking assistance from Director of Events if required
Report any significant problems or concerns immediately to the Director of Events related to the facility, employees, equipment, safety, etc.
Collaborate with Events Director in employee incentive program
Oversee employee performance reviews with the Wedding Coordination Team and any needed performance improvements in partnership with the Director of Events. Consult with Karen & Kevin on any significant employee concerns before taking action
Be a positive role model for all TMH staff
Lead team meeting prior to shift, delegate tasks, assign meal breaks
Employee Onboarding Checklist & Safety Training Checklist
Train Employees following Initial Employee Onboarding Checklist Training
COVID training (TMH to provide training)
Bloodborne Pathogen training (TMH to provide training)
ServSafe certified (TMH to provide training)
CPR & First Aid (TMH to provide training)
TIPS certified (TMH to provide training)
Collaborate with Director of Events & set-up & service managers for continued employee training throughout the year
Follow all safety & training procedures and guidelines to ensure safety for self & others
Ensure all set up staff follow safety and training guidelines and procedures
Safety & Hazard
Ensure all Event staff have been trained in required IIPP as outlined in Event Safety Training Checklist and are following requirements
Follow all safety & training procedures and guidelines to ensure safety for self & others
Document any safety concerns or hazards in Asana immediately to be addressed, and notify Facilities Manager or Director of Events immediately
Report any urgent maintenance or safety hazards to Facilities Manager and or Director of Events immediately.
Ensure PPE is being used when required - Bloodborne clean up kit should always be used for cleaning bodily fluids.
Ensure Set Up & Service staff are aware of locations of Bloodborne clean up kits in General Store and where to find extra to restock when needed.
Ensure all employees have the appropriate training before using any tools or equipment
Manager Collaboration & Communication
Carry and monitor phone and/or walkie talkie to be contactable with other staff and management while at work
Participate in bi-weekly manager meetings to discuss prior & upcoming events
Contact Wedding Coordination Team if running late or need to adjust shift hours/schedule for any reason
Problem solve and take initiative to come up with solutions for any concerns that happen during the event
Work with Wedding Coordination Team and Event staff to create and oversee project lists based on priority level
Discuss issues and concerns as they arise
Communicate with Wedding Coordination Team & Event Managers any feedback or ideas to improve systems or procedures & update to make things more efficient
Work with Office Manager on any office related procedures, systems, suggestions
Accountability
Be accountable and responsible for the above job description tasks.
Meet weekly with the Wedding Coordination Team and Director of Events about tasks, priorities, projects, employees, including current status, next steps and concerns.
Sales
Assist and support with wedding sales and bookings including:
Assist with future wedding tours as needed and facilitate closing future weddings
Other administrative tasks as required
Wedding Decor & Trends
Help expand our decoration packages
Keep up to date on trends to bring to TMH
General & Additional Responsibilities
Follow all safety & training procedures and guidelines to ensure safety for self & others
Report any concerns for the facilities, ground or set-up to Director of Events
Participate in bi-weekly manager meetings to discuss prior & upcoming events
Updating event documents (checklists, inventory, ensuring staff communication folder is up to date)
Assist with organization of Spring & Fall Wedding Fair
Perform additional tasks as requested
Ongoing training - consider what would be beneficial to your professional development and the
development of TMH
KNOWLEDGE, SKILLS, AND ABILITIES:
Excellent organizational skills
Excellent customer service, communication, and leadership skills
Ability to build excellent relationships with a diverse range of clients
Ability to work together as a collaborative team, flexibility in a dynamic work environment
Able to lead and supervise others in a positive and supportive manner
Energetic, positive, “can do” attitude
Commitment to professionalism, work culture & company standards
Ability to complete tasks in a timely and effective manner, attention to detail
Ability to remain calm, problem-solve and come up with solutions under stress
Able to take initiative and be willing to help where most needed
Must exhibit strong computer skills.
Team player and willingness to cross cover other jobs at Twenty Mile House when necessary
EDUCATION, EXPERIENCE, AND CERTIFICATION:
Experience in event planning and/or service preferred
Undergraduate degree preferred though not required
COMPENSATION: Dependent on experience, starting at $17 per hour + $3 Service Charge
WORKING CONDITIONS: Good working conditions when in a controlled office environment. Often work is at an outdoor venue in a wooded environment with potential changing weather conditions. May be required to lift up to 25 lbs.
HOURS: Full time. Seasonal March through Mid-November. Typical hours are anywhere from 10am-8pm, including all Saturdays and most Sundays and mid-week weddings.
Please send cover letter and resume to info @ twentymilehouse .com
Twenty Mile House is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status, family or parental status, or any other status protected by the laws or regulations. Twenty Mile House encourages applicants of all ages.
