WEDDING EVENT MANAGER AND COORDINATOR

Cescaphe Limited Llc; Philadelphia (Philadelphia County); On-site; USD 60,000 - 90,000; Full time

Job summary

Cescaphe Limited Llc is seeking an Event Manager to lead the planning and day-of execution for events. You will act as the main client contact, coordinating with culinary, operations, and front-of-house staff to ensure exceptional service, quality, and venue cleanliness.

You will supervise staff, train event personnel, and ensure adherence to SOPs and checklists. Strong communication, planning, and leadership are essential for success.

Qualifications

• Four-year degree or equivalent experience.
• At least two years of related experience and one year leading events with over 100 guests.
• RAMP certification within 90 days of hire.

Responsibilities

• Lead the overall execution of assigned events from planning through completion.
• Coordinate with Service, Culinary, Operations and outside vendors for flawless execution.
• Conduct pre-event meetings to review the BEO and client expectations.
• Oversee venue setup, food service and course execution.
• Maintain timely ordering of all event needs (cakes, ice, linens, etc.).
• Communicate details with vendors and internal teams; ensure accurate records.

Skills

Communication

Planning

Organizational

Operations

Computer skills

Active listening

Decision making

Project management

Risk management

Attention to detail

Teamwork

Interpersonal skills

Leadership

Education

Four-year degree or equivalent experience

RAMP certification within 90 days

Tools

Event management software

Job description

POSITION SUMMARYThe Event Manager develops, oversees, and coordinates the planning and organization of events for assigned clients after the event coordination meeting. The Event Manager is the main point of contact for the client on the day of the event. During an event, they provide the leadership necessary to achieve stated objectives in overall execution, FOH employee management, client satisfaction, food service, quality, and venue cleanliness. The position works in conjunction with the culinary, operations and event coordination teams, as well as outside vendors, to ensure successful follow through on event requests.ESSENTIAL DUTIES & RESPONSIBILITIESResponsible for success of entire event.Supports Service Leader in managing staff on event day (floor staff and maître d’)Supports Service Leader in training and development of event personnel (e.g., bussers, servers, maître d’, etc.) and adheres to job relevant manuals, checklists, and standard operating proceduresConducts pre-event meeting with staff and diamond team to review the details of the BEO and expectations to fulfill the client and guest needsOversees venue set up and execution of food service and coursesEnsures all product for events are ordered in a timely manner, including cake, ice, menu, linens, paper products, and other event needs.Communicates event details, restrictions, and accommodations with vendorsCollects all pertinent client information, maintains well organized files, and ensures that all items discussed during the event coordination meetings are accurately and thoroughly recorded and communicated to all necessary departmentsMaintains active communication with client to ensure planning timeline is adhered to and all questions are answeredConducts post-document discussions with client and makes changes to specification sheet as necessaryFollows objectives, schedules, policies, and procedures, including event planning checklists to ensure all processes are executed prior to, during, and after eventCreates a warm and welcoming atmosphere and provides prompt, friendly, and courteous serviceKnowledgeable in event execution including service, food, and beverageAble to collaborate with Service, Culinary, Operations, and external teams coordinating interest in support of flawless executionEnsures team members and clients receive open and clear communication on all items pertaining to their event to guarantee client and guest satisfactionProvides updates to management team regarding difficult or emotional customer situationsRecords and communicates through post-event feedback to team membersModels the Cescaphe Mission Statement and Core ValuesOther duties as assigned or as needed to support business needsThis job description is not intended to cover or include all of the tasks, duties or responsibilities that the employee may be required to perform. Job duties and responsibilities can change at any time with or without notice.EDUCATION AND EXPERIENCEPossess a four-year degree or equivalent experienceHave at least two (2) years of related experience and/or training, and at least one (1) year of experience leading events with over 100 guestsRAMP certification within 90 days of hire.Requires strong communication, planning and organizing, relational, operations, and computer skills.Required SkillsCommunication skills, ability to communicate clearly and concisely with employees, management, and clients. They should be able to work with diverse groups of individuals (i.e.; clients, vendors, staff and guests).Active Listener, practice of preparing to listen, observing what verbal and non-verbal messages are being sent, and then providing appropriate feedback for the sake of showing attentiveness to the message being presented. Listening to understand.Decision Making, the ability to make effective decisions that align resources with objectives.Project Management, the ability to prioritize and delegate work, analyze problems, management resources, and report progress.Risk Management, the ability to anticipate and mitigate risks.Organization, ability to handle multiple aspects of multiple events simultaneously.Attention to detail, ability to pay attention to the smallest of details.Teamwork, ability to positively motivate by assisting them to understand how and why their work matters.Interpersonal Skills, ability to effective and positively interact with others in the workplace.Leadership, ability to motivate and inspire staff.PHYSICAL DEMANDS & WORKING ENVIRONMENT(Frequency of mobility, lifting, climbing, standing, siting, reaching, speaking, vision, color vision, outdoors/indoors, noise level, fumes/odor, chemical exposure or any other environmental hazards)Prolonged periods of standing, climbing/balancing, stooping/bending.Ability to lift a maximum of 50 lbs.Requires ability to communicate clearly and concisely using the English language with guests.Ability to sustain long periods of loud noise and vibrationsUse of color vision and vision.Ability to work in an outdoor environment including exposure to varying weather conditions such as heat, cold, rain, or snow.