Event Coordinator VA

VA Masters; Sagay; On-site; PHP 260,000 - 380,000; Full time

Job summary

vamasters, Inc. is seeking a Wedding Planning Coordinator to keep multiple weddings on track by managing vendor communications, coordinating bookings from start to day-of, and maintaining meticulous trackers for every event.

The role requires an organized, proactive individual who writes clearly, follows up diligently, and stays calm under pressure. You will handle vendor emails and messages, compare quotes, supervise timelines, and support the planning team with daily admin tasks, ensuring

Qualifications

• Excellent written English for supplier correspondence.
• Proven experience coordinating multiple events at once.
• Exceptional organizational skills with dates, times, names, and numbers.
• Confidence managing high volumes of email and WhatsApp correspondence.
• Strong follow-up discipline, chasing outstanding items until resolved.
• Comfortable with spreadsheets and trackers or project management tools.
• Sound judgment on what to handle directly and what to elevate.
• Diligent, precise, and able to operate independently.
• Strong communication skills and a collaborative approach.

Responsibilities

• Handle ongoing email and WhatsApp correspondence with vendors, hotels, and venues.
• Request, collect, and compare quotes, availability, and contract details from suppliers.
• Coordinate wedding logistics including bookings, deliveries, timings, and supplier arrivals.
• Maintain detailed trackers showing the status of every wedding in progress.
• Follow up on outstanding responses, confirmations, and documents until they are closed out.
• Build and update event timelines, checklists, and running orders.
• Keep files, contracts, and supplier details organized and easy to find.
• Raise scheduling conflicts, delays, or missing information early so they can be resolved.
• Prepare summaries of status and next steps across concurrent weddings.
• Support the planning team with day-to-day administrative coordination.

Skills

English writing

Project coordination

Organizational skills

Email & WhatsApp

Follow-up discipline

Spreadsheet skills

Escalation judgment

Independent work

Team communication

Tools

Notion

ClickUp

Asana

Trello

Job description

Job Summary:

We're keeping our weddings on track with a Wedding Planning Coordinator who works behind the scenes to keep every celebration running smoothly. You will manage day-to-day correspondence with vendors and hotels, coordinate logistics from booking through to event day, and track every detail across several weddings happening at once. The role suits someone highly organized who writes clearly, chases things down without being asked, and stays calm when several moving parts need attention on the same day.

Key Responsibilities:

• Handle ongoing email and WhatsApp correspondence with vendors, hotels, and venues
• Request, collect, and compare quotes, availability, and contract details from suppliers
• Coordinate wedding logistics including bookings, deliveries, timings, and supplier arrivals
• Maintain detailed trackers showing the status of every wedding in progress
• Follow up on outstanding responses, confirmations, and documents until they are closed out
• Build and update event timelines, checklists, and running orders
• Keep files, contracts, and supplier details organized and easy to find
• Raise scheduling conflicts, delays, or missing information early so they can be resolved
• Prepare summaries of status and next steps across concurrent weddings
• Support the planning team with day-to-day administrative coordination

Mandatory Skills:

• Excellent written English with a clear, polite, professional tone for supplier correspondence
• Proven experience coordinating multiple projects or events at once without losing track
• Exceptional organizational skills and accuracy with dates, times, names, and numbers
• Confidence managing high volumes of email and WhatsApp correspondence
• Strong follow-up discipline, chasing outstanding items until they are resolved
• Comfortable working in spreadsheets and shared trackers or project management tools
• Sound judgment on what to handle directly and what to elevate
• Diligent, precise, and able to operate independently
• Strong communication skills and a collaborative approach

Preferred Skills:

• Background in events, weddings, hospitality, travel, or venue coordination
• Experience corresponding with hotels, venues, or suppliers about 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 handling last minute changes and shifting priorities
• Competent at coordinating several projects at once under deadline pressure

Why Join Us:

You will work on real events with real deadlines, where your organization directly shapes how someone's wedding day turns out. The team is collaborative and the work varies, since no two weddings are alike. If you take pride in being the person who never lets a detail slip, you will fit in well here.