Wedding Coordinator

Position Title: Wedding Coordinator

Reports To:  Executive Sales and Catering Manager

Supervises:  N/A

Summary of Position

Assists the Executive Sales and Catering Manager with administrative duties as assigned. Seeks out and books Weddings, Coordinate and execute successful weddings

Key Responsibilities and Performance/Behaviors

• Ability

• Can explain and demonstrate Hospitality Behaviors and Performance Standards.
• Understands where to get the information needed to complete tasks to standard.
• Can explain and demonstrate technical skills used to complete tasks to standard.
• Can explain or demonstrate the behavioral values or standards needed to complete tasks to standard.
• Understands how to take ownership of problems and solve them when solutions may not be available.
• Can explain how to request help from others when needed to complete task or goal.
• Has complete knowledge and can tell others of IMGR&C products and services.
• Provide guests with directions or other venue information. Act upon all comments/complaints in a prompt, professional and friendly manner.

• Performance

• Performance meets expected end results and standards in Key Responsibilities and those listed on technical / operational SOP’s and task lists.
• Responds to obstacles; finds new ways to reach desired end results.
• In absence of guidance, acts and takes charge to respond to guest or internal customer needs.
• Responds to change by quickly applying talent and skills in a positive way to succeed.
• Supports achievement of Quality Goal; “Do it right the first time.”
• Acts to protect and preserve property of IMGR&C. All areas, equipment and furnishings are kept exceptionally neat, clean and in good repair.
• Makes suggestions to improve performance.

• Behavior

• Behavior meets IMGR&C standards (Mission, Values, Hospitality Behaviors, Customer Recovery Skills).
• Approaches all activities with enthusiasm and encourages enthusiasm from others.
• Chooses a positive approach in all situations.
• Treats other Team Members, Guests and Clients with respect and patience, not raising a voice or showing frustration.
• Respects individuality of others; continues to communicate in order to work together.
• Speaks positively about guests, other team members and our business in all situations on and off property.
• Treats other with respect in all situations.

• Service

• Serves others.
• Identifies and can communicate needs of guests and others.
• Takes quick action to serve others in a way that meets/exceeds their needs.
• Identifies ways to improve individual or team’s service to others.
• Provides service outside job responsibilities if needed to help resort succeed.
• Takes ownership of guest problem(s) until it is solved.

• Professionalism

• Meets IMGR&C Appearance standards.
• Professionally supports IMGR&C reputation and image in all situations, on and off property.

• Attendance

• Meets IMG&C policy for attendance.
• Informs supervisor of future absence as far in advance as possible.
• Required to work all Marketing Special Events and Concerts.

• Communication

• Provides information others need to succeed, in time for them to use it.
• Shares with next shift the information needed for them to succeed.
• Listens to others without interruption; acts on their feedback when possible.
• Asks questions to better understand expectations of others.
• Reports all guest complaints and compliments to Supervisor or Manager.
• Reports all situations to Supervisor or Manager where resort grounds or equipment do not meet IMGR&C standards.

• Team Work

• Puts Success of team ahead of personal success.
• Helps other team members succeed without being asked.
• Takes action to resolve conflict between individuals.
• Helps other departments achieve success.
• Reports ideas to increase team success and guest satisfaction to Supervisor or Manager.
• Does whatever is necessary to help department and resort success.
• Contributes ideas that support progress and success at shift, team and departmental meetings.

1. Essential Duties and Responsibilities include the following and are subject to change at management’s discretion:

Answers all requests for weddings and wedding room blocks with a phone call and or email

Seeks out Wedding Shows in the area and promote the IMG as a wedding destination by attend these Trade Shows

Sets up Site Visits, Rehearsals, Wedding Ceremony Day Coordination and assists Banquets with the successful conclusion of the Wedding

Executes the Wedding Contract by collecting all deposits needed prior to arrival of wedding party

Creates all BEOs needed to execute the Wedding, Creates a basic room diagram by providing only the basic outline using the Event Space needed for the number of guests attending the Wedding Ceremony (70 guest and under)

Acts as a Wedding Coordinator by following the IMG Wedding Coordinator Responsibilities and Duties Guidelines

Introduces the Bride/Groom to the Banquets Manager at the rehearsal and informing the Guest that the Banquets Manager will now be taking over the Event and will now be the direct contact with the Bride/Groom or the person authorized to make any changes, additions, and deletions to the signed agreement.

Ensures the Bride/Groom understands the role of the IMG Wedding Coordinator and the limitations we can provide by giving them a copy of IMG Wedding Coordinator Duties and Responsibilities. Can also provide the wedding party suggestions for Officiants, Bands, DJ’s, Local Floral availability, etc.

Is on-site during the wedding Ceremony to ensure all commitments from IMG are followed and executed. Does not provide any Wedding Planner duties such as assisting with Production, Decorating, Budgeting, Photo placing/set up, Planning or Scheduling of the Event. Does not participate in any Wedding activities such as Dining, Dancing, and Interacting with Wedding Party.

Leaves the event once the cake cutting is completed.

1. Supervisory Responsibilities No Supervisory Responsibilities necessary
2. Education and/or Experience Requirements

      Meets IMGR&C Values that are reflected in the letters A-P-A-C-H-E, Accountability, Productivity, Acceptance, Communication, Hospitality, and Enthusiasm. Approaches all activities with enthusiasm and encourages enthusiasm from others. Chooses a positive approach in all situations. Treats others with respect in all situations. Works in collaboration with other Team Members to achieve event goals, exemplifies teamwork.

• High school diploma; or 3 years on job-related experience and/or training; or equivalent combination of education and experience may be substituted. Knowledge of Microsoft Word, Excel and Power Point; Delphi and Meeting Matrix. Mescalero Apache Tribal preference; bicultural experience preferred.

1. Physical Demands

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential duties of this position.

While performing the duties of this position, the team member is frequently required to stand, walk, use hands, to finger, handle or feel, reach with hands and arms, stoop, kneel, crouch, or crawl, talk or hear. Must be able to use hand held communications devices. The team member must occasionally lift and/or move up to 50 pounds. The team member must be able to stand for several hours.

1. Work Environment

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this position.

The noise level in the work environment is loud. The team member will be exposed to a second-hand smoke-filled environment. The team member may be exposed to biohazardous fluids such as blood and other body fluids. The team member may be exposed to hostile environments with guest. May be subject to high stress environments.