Weddings and Group Event Coordinator

Basin Harbor Club and Resort Lake Champlain, Vermont; Vergennes (VT); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Wedding and Group Event Coordinator to elevate the experience of clients planning special events. This role involves meticulous planning and execution of weddings, family reunions, and corporate retreats, ensuring every detail is flawlessly managed. The ideal candidate will thrive in a dynamic environment, showcasing exceptional organizational and communication skills while collaborating with various teams. If you are passionate about creating memorable experiences and have a background in hospitality, this is a fantastic opportunity to join a vibrant team dedicated to excellence in service.

Qualifications

• 2+ years in hospitality/sales, preferably in luxury resorts.
• Strong skills in event planning and group sales coordination.

Responsibilities

• Coordinate all logistics for weddings and group events.
• Serve as the primary contact for clients from inquiry to follow-up.
• Manage event collateral and support operational efficiency.

Skills

Event Planning

Client Communication

Problem-Solving

Organizational Skills

Interpersonal Skills

Multi-tasking

Education

College degree in Hospitality

College degree in Marketing

College degree in Business Administration

Tools

Microsoft Office Suite

Delphi

Salesforce

Canva

Adobe products

Job description

The Wedding and Group Event Coordinator is responsible for planning, organizing, and executing weddings, special events, group stays, and in-house programs at Basin Harbor. Acting as a key liaison between clients and departments, this role ensures seamless coordination from initial inquiry through post-event follow-up. The Coordinator supports wedding parties, special occasions, family reunions, corporate retreats, day groups, and golf outings - handling event detailing, client communication, billing, and internal coordination with Sales, Food & Beverage, Recreation, and Marketing teams. Weekend and evening availability is required during season. (May–October)

Diversity helps us build a team that represents a variety of backgrounds, skills, and perspectives. We are an Equal Opportunity Employer.

Key Responsibilities:

• Serve as the primary contact for group, wedding, and event clients, from initial inquiry through event execution and post-event follow-up.
• Coordinate and detail all logistics for weddings, family reunions, and group events including space setup, menus, AV needs, floorplans, and timelines.
• Compile, distribute, and update Banquet Event Orders (BEOs) in a timely fashion, participate in BEO meetings with the food & beverage team.
• Process post-event billing for wedding and group events.
• Conduct and assist with property tours, FAM trips, and tastings for confirmed clients and prospects.
• Coordinate on-property group communications, signage, amenity orders, reader board updates, and administrative support for the Sales office.
• Manage event collateral such as menus, pre-event packets, RSVP tracking, vendor communications, and promotional materials using tools like Adobe, Canva, and Microsoft Office.
• Act as a brand ambassador for Basin Harbor at tradeshows, conferences, and industry events, developing strategic partnerships and sourcing new group business.
• Support in the planning and execution of in-house seasonal events and recreation programs in collaboration with internal teams.
• Write and send thank you notes to clients, and maintain/grow long-term relationships for repeat business.
• Support operational efficiency by organizing schedules, assisting with signage, and attending internal meetings including Sales and BEO meetings.
• Must be able to adapt to changes in a fast-paced, dynamic, and sometimes intense work environment.

Qualifications & Competencies:

• 2 years of experience in hospitality and/or sales, preferably in a luxury resort or similar environment.
• College degree in Hospitality, Marketing, or Business Administration, or equivalent experience in the hospitality industry.
• Strong background in hospitality, event planning, and group sales coordination.
• Experience with BEOs, banquet management, catering, and sales functions.
• Proficiency in Microsoft Office Suite; experience with Delphi, Salesforce, Host, Canva, and Adobe products preferred.
• Excellent organizational, problem-solving, and multi-tasking skills; highly adaptable in fast-paced environments.
• Strong interpersonal and written communication skills; a natural relationship-builder and team player.
• Ability to handle sensitive information with professionalism and discretion.
• Comfortable lifting up to 40 lbs., walking between venues, climbing stairs, and working long hours during events.
• U.S. citizenship or valid U.S. work permit required. Background check required.
• Must be available for flexible scheduling including weekends, evenings, and holidays as needed.