Wedding Planning Coordinator

VA Masters; Digos; On-site; PHP 300,000 - 540,000; Full time

Job summary

vamasters, Inc. is seeking a Wedding Planning Coordinator to manage multiple weddings, ensuring every detail is tracked and executed seamlessly from vendor communication to event day.

You will coordinate bookings, timelines, and logistics while maintaining precise trackers and clear written communications. The role requires exceptional organizational skills, proactive follow-up, and the ability to stay calm with several moving parts on the same day.

Qualifications

• Excellent written English for supplier correspondence.
• Experience coordinating multiple projects or events at once.
• Exceptional organizational skills with dates, times, names, and numbers.
• Confidence handling high volumes of email and WhatsApp.
• Strong follow-up discipline to chase items to resolution.
• Comfort with spreadsheets and project trackers.
• Sound judgment on what to handle directly and what to escalate.
• Reliable, deadline-conscious and able to work without supervision.

Responsibilities

• Manage ongoing email and WhatsApp with vendors, hotels, and venues.
• Request, collect, and compare quotes, availability, and contract details from suppliers.
• Coordinate wedding logistics from bookings through event day.
• Maintain trackers for every wedding in progress.
• Follow up on outstanding responses and documents until closed out.
• Build and update event timelines, checklists, and running orders.
• Keep files and supplier details organized and retrievable.
• Flag scheduling conflicts early so they can be resolved.
• Prepare summaries of status and next steps across concurrent weddings.

Skills

Written English

Multitask coordination

Organizational skills

Vendor communications

Follow-up discipline

Spreadsheets

Escalation decisions

Team collaboration

Tools

Notion

ClickUp

Asana

Trello

Job description

Job Summary:

Several weddings at once, with not a single detail slipping: that is the job of a Wedding Planning Coordinator, who keeps our weddings running smoothly behind the scenes. You will manage day-to-day correspondence with vendors and hotels, coordinate logistics from booking through to event day, and keep every detail tracked across several weddings happening at once. A highly organized person who writes clearly, chases things down without being asked, and stays calm when several moving parts need attention on the same day is the right fit.

Key Responsibilities:

• Manage 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 covering 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 retrieve


• Flag 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, and professional tone for supplier correspondence


• Proven experience coordinating multiple projects or events at the same time 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: you chase outstanding items until they are resolved


• Comfort working in spreadsheets and shared trackers or project management tools


• Sound judgment on what to handle directly and what to escalte


• Sharp-eyed, deadline-conscious, and reliable without supervision


• 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 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


• Comfort handling last-minute changes and shifting priorities


• Keeps several weddings organized and moving, even when deadlines bunch up

Why Join Us:

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 is varied, with no two weddings the same. If you take pride in being the person who never lets a detail slip, you will fit in well here.