Wedding and Events Operations Coordinator

A-; Worcester; On-site; GBP 28,000 - 32,000; Full time

Job summary

We are seeking a Wedding and Events Operations Coordinator for an established Worcestershire venue. The role combines office planning with on-the-floor supervision, ensuring weddings and events run smoothly and guests have memorable experiences.

You’ll work across hotel departments, coordinate suppliers and manage detailed function sheets and schedules. The position is full-time, 40 hours per week, with shifts including evenings, weekends and bank holidays.

Qualifications

• Excellent attention to detail.
• Strong communication and interpersonal skills.
• Friendly, professional, proactive and willing to help across departments.
• Strong administration and IT skills.
• Experience in wedding, event or hotel operations.

Responsibilities

• Lead showrounds and planning meetings with couples and event organisers.
• Prepare and maintain accurate function sheets, schedules and booking records.
• Coordinate requirements across kitchen, food & beverage, reception, housekeeping and maintenance.
• Oversee room layouts, ceremony arrangements and on-the-day coordination.
• Welcome and support clients, suppliers and guests; act as main on-the-day contact.
• Coordinate ceremonies, drinks receptions, meals, speeches and entertainment to keep events on schedule.

Skills

Attention to detail

Communication skills

Interpersonal skills

Administration skills

IT skills

Flexibility

Tools

Event planning systems

Hotel management systems

Job description

Wedding and Events Operations Coordinator

Location: Worcestershire

Salary: £28,000 – £31,500 per annum, depending on experience

Vacancy Type: Permanent, Full Time

Working Hours: 40 hours per week, including evenings, weekends and bank holidays

We are an established hotel and events venue in Worcestershire, hosting a wide range of weddings, private celebrations, corporate functions, tribute nights and seasonal events throughout the year.

We are looking for an enthusiastic, organised and hands-on Wedding and Events Operations Coordinator to join our team and play a key role in delivering exceptional experiences for our guests.

The Role

This varied role spans the full event journey: client enquiries and venue showrounds, planning meetings, detailed function sheets and on-the-day coordination. You will manage suppliers, timings and operational preparations, taking ownership to ensure events run smoothly.

This is not a purely office-based planning position. You will be visible on the floor, work closely with hotel departments and assist with wider hospitality operations when required.

Key Responsibilities

Wedding & Event Planning

• Act as a key contact for couples and event organisers; lead showrounds, planning meetings and final detail appointments.
• Respond to enquiries, follow up leads and help convert prospective bookings.
• Prepare and maintain accurate function sheets, schedules, table plans, booking records and operational instructions.
• Coordinate requirements across kitchen, food and beverage, reception, housekeeping and maintenance.
• Liaise with external suppliers and communicate dietary needs, special requests and event arrangements clearly.
• Monitor deposits, payment schedules and outstanding balances; assist with showcases and promotional events.

Wedding & Event Operations

• Take ownership of allocated weddings and events from set-up through to completion.
• Oversee room layouts, ceremony arrangements, table settings, presentation and post-event resets.
• Welcome and support clients, suppliers and guests; act as the main on-the-day contact.
• Coordinate ceremonies, drinks receptions, meals, speeches and entertainment, keeping events to schedule.
• Brief teams, support food and beverage service and resolve issues promptly and professionally.

• Act as the main point of contact for couples and organisers during their events.

Hotel Operations & Guest Experience

• Support restaurant, bar, breakfast, function and reception operations when required, including guest enquiries and check-ins.
• Assist with meeting-room preparation, operational walkarounds and duty management responsibilities after appropriate training.
• Attend planning meetings, distribute updated function sheets on time and provide clear departmental handovers.
• Follow up feedback and complaints, helping improve procedures, service standards and guest satisfaction.

About You

We are looking for someone with a genuine passion for hospitality, strong organisational skills and the confidence to take responsibility in a busy, guest-facing setting. Previous wedding, event or hotel operations experience is highly desirable.

• Excellent attention to detail, communication and interpersonal skills.
• Confident balancing multiple priorities, solving problems and remaining calm under pressure.
• Friendly, professional, proactive and willing to help across departments.
• Strong administration and IT skills; comfortable working independently and in a team.
• Flexible for early starts, late finishes, evenings, weekends and bank holidays.

Experience with hotel management, event planning or wedding booking systems is advantageous; training will be provided.

Working Hours

This is a permanent, full-time position of 40 hours per week, with shifts based on the hotel’s event and operational requirements. The role combines office-based planning with event-day coordination and practical hotel shifts. Flexibility during peak wedding and festive periods is essential.

Why Join Us

Join an experienced hospitality team, build your skills across planning and operations, and play a meaningful part in delivering special occasions for our guests. We value reliability, ownership, initiative and pride in doing the job well.