Wedding Sales Coordinator

Wedding Coordinator

The Wedding Coordinator supports the Wedding Sales team by providing exceptional administrative, operational, and guest service support throughout the wedding planning process. This role assists with office administration, site tours, contract preparation, event logistics, and on-site assistance as needed to ensure every wedding experience reflects the high standards of Big Cedar Lodge.

Essential Functions:

• Assist Wedding Sales Managers with daily administrative tasks and manage their calendars
• Conduct wedding venue tours for prospective couples when needed.
• Prepare proposals, contracts, banquet event orders, and other sales documents.
• Maintain accurate and up-to-date client records within Agilisys S&C, ensuring all electronic and physical files are organized.
• Coordinate contract revisions, deposits, payment schedules, and required.
• Assist with wedding showcases, open houses, and promotional events.
• Support lead generation and follow-up activities.
• Schedule appointments, venue tours, planning meetings, menu tastings, rehearsals, and vendor meetings.
• Prepare reports, correspondence, presentations, and event materials.
• Ensure contracts and event documentation are complete and accurate.
• Assist with ceremony rehearsals as assigned.
• Provide on-site support during weddings and related events as assigned.
• Help oversee event timelines and communicate updates to operational teams.
• Troubleshoot guest concerns and assist with last-minute changes.
• Support room setup verification and event readiness.
• Maintain positive relationships with preferred vendors.
• Coordinate vendor arrival times, access, and logistics.
• Assist with distributing event schedules and important information.
• Maintain departmental calendars and planning documents.
• Assist with invoice tracking and administrative reporting.
• Participate in department meetings and training sessions.
• Support special projects assigned by leadership.
• All other duties as assigned

Experience/

Qualifications:

• Minimum Degree
  
  Required:
  
  High School Diploma or Equivalent
• Preferred Degree: N/A
• Certificate(s) or License(s):
  Valid Driver's License
• Years of experience:
  One to three years of Hospitality, Event Management, or related experience preferred

Knowledge, Skills, and Ability:

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple deadlines.
• Proficiency in Microsoft Office;
  Agilysys or similar event management software preferred.
• Strong attention to detail.
• Ability to remain calm under pressure.
• Excellent problem-solving skills.
• Team-oriented with a positive attitude.
• Strong interpersonal and relationship-building skills.
• Ability to anticipate guest needs and deliver exceptional service.

Travel Requirements:

• As needed to attend events on property

Physical Requirements:

Regularly completes computer work, walks and stands.

Occasionally sits and lifts up to 50lbs.

Independent Judgement:

Performs tasks and duties under general supervision, using established procedures and innovation. Chooses from limited alternatives to resolve problems. Occasional independent judgment is required to complete work assignments. Often makes recommendations to work procedures, policies, and practices.

Full Time Benefits

Summary:

Enjoy discounts on retail merchandise, our restaurants, world-class resorts and conservation attractions!

• Medical
• Dental
• Vision
• Health Savings Account
• Flexible Spending Account
• Voluntary benefits
• 401k Retirement Savings
• Paid holidays
• Paid vacation
• Paid sick time
• Bass Pro Cares Fund
• And more!

Bass Pro Shops is an equal opportunity employer. Hiring decisions are administered without regard to race, color, creed, religion, sex, pregnancy, sexual orientation, gender identity, age, national origin, ancestry, citizenship status, disability, veteran status, genetic information, or any other basis protected by applicable federal, state or local law.

Reasonable Accommodations

Qualified individuals with known disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. If you need a reasonable accommodation for any part of the application process, please visit your nearest location or contact us at

Big Cedar Lodge