Wedding Administrator

Location: Trail Hub, Uxbridge, ON Position Type: Full time, permanent position, with opportunity for long-term growth Compensation: $25.00 to $30.00 per hour plus gratuities based on experience Reports To: Manager, Weddings and Guest Services Hours: Up to 44 hours per week including weekends and evenings.

Trail Hub is a premium destination venue located on private forest property outside Uxbridge, Ontario. With direct access to 240km of trail systems and home to Nest, our elevated farm-to-table restaurant, we host high-end weddings and events rooted in nature, hospitality, and operational excellence.

We operate with a systems-first mindset. Precision, accountability, and consistency matter here. Our goal is not simply to host beautiful weddings. It is to build a repeatable, scalable, and profitable wedding program supported by strong administrative infrastructure.

The Wedding Administrator is responsible for the administrative and financial backbone of Trail Hub’s wedding program.

This is not a creative planning role. It is a systems-driven, documentation-focused, revenue-protecting position requiring direct wedding venue or event administration experience.

The Wedding Administrator ensures contracts are accurate, payment schedules are tracked and enforced, CRM systems remain clean, and internal documentation supports seamless event execution. This role plays a direct part in protecting revenue and maintaining operational discipline.

• Ensure all wedding contracts are properly executed and filed
• Maintain accurate CRM records for all wedding clients
• Manage shared documentation systems including Google Drive, CRM, and internal planning documents
• Coordinate seamless handoff between sales and operations
• Maintain up-to-date planning files and event timelines
• Track vendor documentation and insurance certificates

Accuracy and attention to detail are critical.

• Monitor all wedding payment schedules including deposits, installments, and final balances
• Proactively follow up on outstanding balances
• Ensure payments align with contractual terms
• Coordinate with accounting for reconciliation
• Maintain clear reporting on outstanding receivables
• Prevent revenue leakage through disciplined follow-up

This role directly supports the financial health of the wedding program.

• Confirm all planning documents are complete prior to event week
• Support rehearsal coordination and logistics
• Prepare ceremony documentation and event-day administrative materials
• Confirm timeline alignment between couple, vendors, and internal teams

• Provide operational oversight of timelines
• Support ceremony coordination and transitions
• Serve as a calm and professional point of contact for couples
• Liaise with front of house, culinary, bar, and operations teams
• Protect schedule integrity and manage minor issues discreetly

• Previous high volume event and wedding venue or event administration experience required
• Experience managing contracts, deposits, and payment schedules
• Comfort with accounts receivable follow-ups
• Strong CRM and digital systems competency
• High attention to detail and documentation accuracy
• Professional communication style
• Calm under pressure and solutions-oriented
• Availability for weekends and peak wedding season from May to October

This role requires both hospitality presence and administrative discipline.

• Work in a premium, nature-based wedding destination
• Be part of a performance-driven, systems-oriented culture
• Play a meaningful role in strengthening a growing wedding program
• Opportunity for long-term growth within the organization