The Wedding Venue & Events Coordinator at Preston Manor is responsible for overseeing the planning, coordination, and flawless execution of all weddings and private events hosted at the venue. This role ensures exceptional guest experiences, seamless operations, and high-quality service delivery from initial enquiry through to event completion. The ideal candidate is highly organised, relationship-driven, and thrives in a fast-paced, detail-oriented environment.

Key Responsibilities

Event Coordination & Client Management

Act as the primary point of contact for all wedding enquiries and bookings.

Conduct venue tours, consultations, and client meetings.

Guide couples through the planning process, venue policies, timelines, and logistics.

Prepare event schedules, floor plans, run sheets, and client documentation.

Liaise with clients throughout their planning journey to ensure satisfaction and confidence.

Operational Management

Coordinate event day operations, ensuring all staff, suppliers, and contractors are briefed and running on schedule.

Oversee setup and pack-down of ceremonies, receptions, and onsite styling elements.

Ensure the venue presentation is immaculate and all facilities are functioning to standard.

Manage inventory of décor, equipment, and event supplies.

Vendor & Stakeholder Liaison

Build strong professional relationships with stylists, caterers, celebrants, photographers, entertainers, and other suppliers.

Coordinate supplier access, timing, and venue requirements.

Ensure compliance with venue rules, safety procedures, and event guidelines.

Administration & Sales

Prepare and manage quotes, booking contracts, and invoices.

Track payments, schedules, and event documentation.

Respond promptly to enquiries via phone, email, and social media.

Assist with marketing initiatives, bridal expos, and promotional activities.

Maintain accurate booking calendars and event logs.

Team Leadership

Lead, train, and supervise event staff and casual wedding assistants.

Conduct pre-event briefings and post-event reviews.

Foster a positive, professional, and guest-focused team culture.

Compliance, Safety & Venue Standards

Ensure all events operate in line with WHS regulations and venue procedures.

Manage risk assessments, emergency plans, and incident reporting.

Oversee cleaning, maintenance, and safety checks of the venue.

Skills & Experience Required

Previous experience in wedding, event, hospitality, or venue management.

Strong organisational and multitasking skills with excellent attention to detail.

Outstanding communication and interpersonal abilities.

Ability to work autonomously and handle high-pressure, time-sensitive situations.

Proficiency in scheduling, event software, and basic administrative systems.

Willingness to work weekends, evenings, and extended hours during peak seasons.

Leadership experience with the ability to motivate and support staff.

Problem-solving mindset with a calm, professional approach.

Personal Attributes

Warm, polished, and client-focused communication style.

High level of professionalism and presentation.

Creative flair with a passion for weddings and special events.

Strong sense of initiative and ownership.

Positive attitude and dedication to delivering unforgettable experiences.

Qualifications (Preferred but Not Essential)

Certificate or Diploma in Events, Hospitality, Tourism, or Business Management.

First Aid certification.

RSA (Responsible Service of Alcohol).

Employment Details

Position: Part-time to Full-time

Reports to: Venue Owner

Location: Preston Manor Toowoomba

Salary: Negotiable based on experience