Wedding Specialist

AIC Hotel Group; Coral Gables (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

AIC Hotel Group is seeking a full-time Wedding Specialist located in Coral Gables, FL. This role involves planning and organizing wedding details while providing exceptional customer service to couples, travel partners, and clients. Responsibilities include maintaining communication with clients, coordinating with vendors, and creating detailed wedding proposals. The ideal candidate will be proficient in Salesforce and demonstrate strong organizational skills. Join AIC Hotel Group in delivering unforgettable wedding experiences.

Qualifications

• Ability to lead video planning sessions effectively.
• Experience in coordinating with vendors and managing client communications.
• Skilled in creating detailed wedding proposals.

Responsibilities

• Plan and organize all wedding details for couples.
• Maintain communication with couples for pending items.
• Coordinate with vendors to provide timely responses.

Skills

Customer service

Planning and organization

Salesforce proficiency

Vendor coordination

Communication

Tools

Salesforce

Opera

Job description

AIC Hotel Group spearheads sales and marketing efforts for luxury resort properties in the U.S., including Eden Roc Miami Beach, Nobu Hotel Miami Beach and Nobu Hotel Chicago, as well as throughout Mexico and the Caribbean, including Hard Rock Hotel & Casino Punta Cana (the world's first all-inclusive Hard Rock Hotel), Hard Rock Cancun, Hard Rock Hotel Vallarta, Hard Rock Hotel Riviera Maya, Hard Rock Hotel Los Cabos, Nobu Hotel Los Cabos, AVA Resort Cancun, UNICO 20°87° Hotel Riviera Maya, and UNICO 20°105° Hotel Riviera Nayarit.

Role Summary

This is a full-time, on-site role located in Coral Gables, FL, for a Wedding Specialist at AIC Hotel Group. The Wedding Specialist will be responsible for planning and organizing all wedding details and upselling the couple’s optional services when possible. The Specialist provides the best customer service to our Members, Travel Partners and Direct Clients, responding to all inquiries, questions and requests in a professional and informative manner.

Qualifications

• Schedule and lead video planning sessions with couples that take about an hour long to provide all wedding details to couple
• Create folders for each couple and input the proposal, exceptions, confirmation, rooming list and quotes
• Respond to all couples requests and questions in a timely manner
• Remain in communication with couples for pending items to keep wedding on schedule
• Liaise with agents for the rooming list to apply wedding group benefits
• Coordinate with vendors to get responses and quotes to couples as quickly as possible
• Review quotes carefully and update wedding proposal
• Create detailed wedding proposal for each wedding
• Send payment links to each couple to collect payments or deposits
• Send all quotes, proposals and documentation requiring a signature via Docusign
• Turn over weddings on time to the property, ensuring all attached documents are signed and all details are included
• Maintain and update proper wedding collection, ceremony type, and items sold, as well as attaching signed wedding proposals to Salesforce
• Execute calls from the queue proficiently and professionally
• Input proper guest count to Salesforce
• Assist 3-4 scheduled calls with couples a day on wedding planning
• Join video calls with vendors
• Attend monthly planner meetings to discuss property and vendor matters
• Upkeep and follow guidelines for each property
• Attend trainings on current and new brands
• Manage upkeep of vendor staff, property staff and venues
• Provide Senior Weddings Manager with complete commission report
• Contact the new couple assigned to the wedding six months prior to the event and create both physical and digital folders containing all pertinent information to initiate the planning process
• Support couples with location deposits by blocking the location and collecting the deposit
• Travel to properties in order to engage with staff and vendors, as well as to become familiarized with the properties
• Attend trainings for Salesforce and Opera
• Using Salesforce daily to check wedding venue availability, booking sources, event timeline and wedding collection
• Using Opera daily for PM number to provide payment confirmations and payment links
• Be knowledgeable on all wedding services and items in order to effectively promote and upsell
• Request cancellations and refunds for weddings
• Provide information on Wedding disputes, complaints, bad surveys or a customer care report issued
• Introduce couples to vendors and provide couples with the latest vendor catalogs
• Support couples with any food and beverage (F&B) questions and menus
• Apply and request site inspection credits, wedding promotions and room deposits
• Confirm proof of all payment applied to proposal
• Introduce couple to their onsite coordinator once turnover is complete
• Work closely with onsite team for any special request or questions for each couple
• Review rooming list and ensure it matches the wedding proposal
• Begin planning Diamond Weddings prior to 7 months
• Promote and collect completed photo releases for Wedding Blog Posts
• Maintain communication with BDMs and provide assistance with any concerns related to current couples
• Provide a sample proposals in order to provide couples with estimates and lock in new leads
• Encourage couples to complete our internal and Google reviews
• Support couples with date changes to their events
• Collect all final menus from couples for each event
• Assist couples in selecting the wedding cake, ceremony playlist and DJ playlist
• Review and adhere to the wedding timeline, while updating blocked locations