In-House Wedding Coordinator

About this position

Position Summary

The In-House Wedding Coordinator is responsible for managing the planning, coordination, and execution of weddings hosted at the venue in liaison with the rest of the events team. This position serves as the primary point of contact for couples throughout the planning process and works closely with the venue's sales, culinary, operations, and event teams to ensure each wedding is executed seamlessly and exceeds client expectations.

The Wedding Coordinator will guide clients through venue policies, timelines, logistics, vendor coordination, and event details while maintaining a high level of professionalism, organization, and hospitality. This role requires exceptional communication skills, attention to detail, problem-solving abilities, and the ability to remain calm and solutions-focused in a fast-paced event environment.

• Serve as the primary venue contact for assigned wedding clients from booking through the completion of the event.
• Build strong, professional relationships with couples and their families while providing exceptional customer service.
• Conduct planning meetings, venue tours, and wedding detail meetings as needed.
• Assist couples with developing event timelines, floor plans, room layouts, ceremony plans, and reception logistics.
• Review and maintain accurate event details, including guest counts, menu selections, floor plans, special requests, rentals, décor, entertainment, and vendor information.
• Educate clients on venue policies, procedures, timelines, and operational requirements.
• Help clients identify potential logistical challenges and provide practical solutions.
• Maintain detailed and accurate event files and ensure all necessary information is communicated to the appropriate internal departments.

• Serve as the primary venue liaison for wedding vendors and outside event professionals.
• Coordinate with planners, florists, DJs, bands, photographers, videographers, rental companies, transportation providers, and other vendors.
• Review vendor arrival, setup, event, and breakdown requirements.
• Communicate venue access, loading, setup, and operational policies to outside vendors.
• Coordinate vendor schedules and ensure all vendors understand the approved event timeline.
• Assist with resolving vendor-related issues before and during the event.

• Oversee the wedding from setup through event completion to ensure the approved plans and timeline are executed properly.
• Conduct pre-event walkthroughs with clients and appropriate venue staff.
• Confirm room setup, décor, signage, ceremony arrangements, rentals, guest amenities, and other event details.
• Coordinate ceremony transitions, cocktail hour, dinner service, speeches, dances, cake cutting, and other scheduled activities.
• Monitor the event timeline and communicate adjustments to the appropriate departments and vendors.
• Serve as a visible point of contact for the couple throughout the wedding.
• Identify and resolve issues quickly, professionally, and discreetly.
• Ensure the venue's standards for service, presentation, cleanliness, and guest experience are maintained throughout the event.
• Conduct post-event walkthroughs and ensure proper breakdown and vendor departure procedures are followed.

• Work closely with the Sales, Operations, Culinary, Banquet, Bar, and Facilities teams to ensure successful event execution.
• Communicate final event details and changes to all appropriate internal departments.
• Participate in event planning meetings and internal operational meetings.
• Ensure the event team understands the wedding timeline, client expectations, special requests, and operational requirements.
• Partner with the Wedding Captain and/or Banquet Captain to ensure a seamless transition from planning to event execution.
• Provide timely updates regarding changes in guest counts, menus, layouts, schedules, and other event details.
• This person is also responsible for final walk throughs either solo or in coordination with the Sales team.

• Maintain accurate client records, event documents, timelines, floor plans, and vendor information.
• Track deadlines and ensure required client decisions and documents are received in a timely manner.
• Assist with preparing Banquet Event Orders (BEOs), event resumes, timelines, diagrams, and other operational documents.
• Communicate changes promptly and document important client and event updates.
• Work in tandem with Sales team to ensure payment is accurate and timely for all parties.
• Assist with post-event follow-up and gather client feedback when appropriate.

• Create a welcoming, organized, and reassuring experience for every couple.
• Anticipate client needs and address concerns before they become problems.
• Maintain professionalism and composure during high-pressure situations.
• Protect the client's experience by handling operational issues discreetly and efficiently.
• Represent the venue positively with clients, families, vendors, and guests.
• Consistently deliver a high level of hospitality and attention to detail.
• Polished and professional appearance.

• 2+ years of experience in wedding planning, event coordination, hospitality, catering, or a related field preferred.
• Previous experience coordinating weddings or social events strongly preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple events, deadlines, and client requests simultaneously.
• Strong attention to detail and follow-through.
• Ability to problem-solve quickly and make sound decisions in a fast-paced environment.
• Ability to work effectively with clients, vendors, and multiple internal departments.
• Proficiency with G Suite/Good workspace, Toast, and TripleSeat 
• Professional appearance and demeanor.
• Must be comfortable working evenings, weekends, holidays, and extended event hours as required.

• Ability to stand and walk for extended periods during events.
• Ability to move throughout the venue and event spaces for the duration of an event.
• Ability to lift and carry items weighing up to 25 pounds as needed.
• Ability to navigate stairs, uneven surfaces, and event spaces while actively coordinating events.
• Ability to work in varying temperatures and environments, including indoor and outdoor event spaces.
• Ability to perform repetitive physical activities associated with event setup, inspection, and breakdown.
• Must be able to remain alert and engaged for extended periods during wedding events.

We are an Equal Opportunity Employer committed to providing a workplace free from discrimination and harassment. Employment decisions are based on qualifications, experience, skills, and business needs without regard to legally protected characteristics under applicable federal, state, or local law.

This position operates in a dynamic hospitality and event environment. Wedding Coordinators may work in offices, event spaces, kitchens, banquet areas, outdoor spaces, and other venue locations. The position requires frequent interaction with clients, guests, vendors, and employees and may involve working in high-volume, time-sensitive situations. This role requires standing for long periods of time, working in a wide array of weather conditions throughout all four seasons, bending, kneeling, carrying items, and ability to use stairs.

A successful In-House Wedding Coordinator is highly organized, proactive, personable, calm under pressure, and exceptionally detail-oriented. They understand that weddings are highly personal and important occasions and take ownership of every detail necessary to create a seamless experience for the client and their guests.

This role will have a high and a low season and hours worked and commission earned will reflect this. High season is mid April to mid November. We have weddings year round, but this is the time period where the hours required and work load increase. The low season is mid November to mid April. During low season we conduct tastings which will account for a portion of hours worked. This role will be scheduled as needed and as such there will be fewer hours during the low season and far greater hours during high season. A compatible candidate will fully understand the ebb and flow of business needs and lean into it. 

$18 - $26 *Base pay is ultimately determined by experience.  PLUS flat commission fee for all events worked based on client selections.

A flat commission will be earned upon the completion of the Wedding/Event. The exact dollar amount will depend upon which services the clients have opted to utilize. This can range anywhere from $300 - $500 per event. The understanding is that this portion of the services will likely not begin until the 2027 “in” season begins. Hourly rate will still apply from onboarding until next season in compliance with all local and federal labor laws. There may be an exception to this to be determined and discussed in real time. 

This role can expect 30- 46 hours during the high season. These typically fall Wednesday - Saturday with a handful of Sundays ( current estimate 12 during high seasons). Low season would typically be Wednesday and Friday and would range between 8- 24 hours a week. An occasional Saturday or Sunday may be expected during training or off period. These are all an estimation and are subject to change due to business conditions, sales, and clients needs. This is to highlight the average so a candidate might expect a realistic volume of hours and days worked. The role is in person.

During the first 90 days of employment the new employee will be expected to train and learn the business in a manner that may differ from their primary role once the training timeline has completed. Shadowing a non wedding event may be required to learn the building, staff, food, general offerings, and physicality of the space during said training period. 

Location and commute

Chicago, IL .

Plan your route with Google Maps. Travel times and transportation options vary; confirm the work location with the employer before commuting.

How to apply

Review the vacancy and complete the application on the employer or recruitment partner’s website. Requisition ID: WJ-3048375208.