ABOUT US: 

At Witchmount Estate, we pride ourselves on being a vibrant and forward-thinking events venue committed to delivering extraordinary experiences for our clients and their guests. We are currently in search of a skilled and seasoned Event Operations Manager to become an integral part of our team, overseeing operations at our distinctive event space, which caters to weddings, social gatherings, and conferences.

We are looking for an individual who is deeply passionate about providing unparalleled hospitality to guests and is dedicated to maintaining the highest standards at our venue. If you are enthusiastic about creating memorable events and ensuring the best possible service, we invite you to join us in our pursuit of excellence.

As a Wedding and Events Coordinator, you will be responsible for managing all aspects of the event planning process, from initial client consultation to flawless execution on the day of the event. You will work closely with clients, vendors, and the venue team to bring their vision to life, creating unforgettable moments and lasting memories. This role requires creativity, attention to detail, and the ability to thrive in a fast-paced environment. 

ABOUT YOU 

• Minimum 1+ years in a co-ordinator role within hospitality or events.
• Proven experience with high level customer service and event planning / delivery.
• Strong commercial acumen with a focus on presentation and customer engagement.
• Highly organised, calm under pressure, and adaptable to changing needs.
• Excellent interpersonal and communication skills.
• Experience with hospitality tech platforms (e.g. Tripleseat, Lightspeed, Mr Yum/Me&u).
• Passionate about food, wine, and exceptional customer service.

KEY RESPONSIBILITIES

• Serve as the primary point of contact for clients, providing exceptional customer service and building strong relationships throughout the planning process.
• Collaborate with clients to capture and interpret their event vision, preferences, and budgetary parameters, including day-of scheduling, venue setup, and overall experience planning, ensuring alignment with service standards and client expectations.
• Maintain regular communication with clients to understand their expectations, provide updates on event progress, and address any concerns or changes.
• Maintain and update all client-related documentation, including contracts, invoices, upgrade and add-on records, guest lists, attendance numbers, seating charts, run sheets, floor plans, alphabetical listings, and menus, ensuring accuracy and alignment with event requirements.
• Conduct detailed meetings with clients and couples to plan their events, ensuring client event files are maintained with the utmost accuracy to reflect even the finest event details.
• Educate the customer on planning process/requirements
• The coordinator must pay attention to every detail, no matter how small or big and make sure all information is updated in all the systems to ensure that the event is executed flawlessly. 
• Develop comprehensive event timelines, checklists, and floor plans to ensure all logistical details are in place. 
• Have the event hosts sign off on event orders before passing onto the operations teams & chefs within the Service Level Agreement of the business
• Finalising event folder including printing menus, photobooth design, wayfinder and ready to go final runsheet.
• Work with our clients to ensure their event can be run redundantly without you on site at their event.
• Track expenses and maintain financial records to ensure budget compliance, by cross checking what a client has paid for and what has been included in their event banquet order, in order to ensure a positive financial position for the business.
• Follow up final payments.
• Ensuring payments are paid in line with the contractual agreements. 
• Ensuring pre-payments and on the day purchases are clearly communicated on runsheets. 
• Critical accounts outstanding maintained with urgency and priority. 
• Coordinate with vendors and suppliers to ensure timely delivery of services and products.
• Coordinate venue set up and all logistical elements of the event, décor, transportation, and guest experiences. 
• Assist with set up and bump in onsite including being operational on event days where required to meet the needs of the business. 
• Provide on-site management and coordination during events, troubleshooting any issues that may arise and ensuring a seamless experience for clients and guests.
• Introduce event supervisor and VIP Host on arrival to the clients passing ownership for the event to the supervisor as the Direct Contact throughout the event. 
• Conduct post – event evaluations to gather feedback and identify areas for improvement.
• Undertake additional duties as reasonably directed, aligned with operational needs and organisational objectives.
• Plan, coordinate, and facilitate client menu tasting events, ensuring seamless execution and alignment with brand standards.
• Liaise with the Compliance Officer and Operations Manager to communicate and confirm security arrangements for upcoming events, maintaining adherence to regulatory and internal protocols.
• Ensuring venue is ready for sales and looking its best for all clients 
• Identify opportunities to upsell and cross-sell additional services and products to enhance the client experience and maximise revenue, (eg Wedding booking adds a bridal shower, corporate booking books a personal event.)

ROLE DESCRIPTION 

As Bar Staff, you will be responsible for serving drinks and food to customers in both restaurant and events, maintaining a clean and organised bar area, and providing excellent customer service. Your goal will be to create a welcoming and enjoyable atmosphere for our guests, ensuring they have a positive experience during their visit.

RESPONSIBILITIES

• Greet customers warmly and take their orders efficiently.
• Prepare and serve a variety of alcoholic and non-alcoholic beverages according to recipes and customer preferences.
• Maintain knowledge of food and beverage options and serve items to customers and provide information about menu options.
• Maintain a clean and organized bar area, including cleaning glasses, utensils, and surfaces.
• Maintaining bar tab requirements and alerting the supervisor with ample lead time to ensure a positive guest dining experience. 
• Handle cash and credit card transactions accurately and efficiently.
• Monitor customer behavior and ensure responsible service of alcohol, checking IDs as necessary in line with liquor licencing requirements. 
• Operating the cash register or point-of-sale system, Mr Yum & guests reservations
• Restock bar supplies and inventory as needed.
• Engage with customers, offering recommendations and answering questions about the menu.
• Collaborate with other staff members to ensure smooth operation of the bar and restaurant.
• Adhere to health and safety standards, including proper handling and storage of food and beverages.
• Report any maintenance or equipment issues to the Food and Beverage Coordinator.
• Assist with setting up and cleaning down the bar area before and after service.
• Clearing bridal room throughout entire event. 
• Perform other related duties as assigned by the function supervisor. 
• Handle customer complaints and escalate issues to the appropriate supervisor where required.