Manager, Wedding Services

Location: Nellysford

SUMMARY:

The Wedding Services Manager is responsible for planning, coordinating, and executing weddings and related social events at Wintergreen Resort. This position serves as the primary point of contact for couples, families, wedding planners, and vendors from the time of inquiry to a contract is signed through the successful completion of each event and follow up.

The Wedding Services Manager works closely with the Wedding Sales & Services Manager, The Sales and Conference Services team and all resort departments to ensure seamless execution of ceremonies, receptions, rehearsal dinners, farewell brunches, lodging, transportation, guest activities and much more. This role creatively upsells resort amenities, enhances the wedding experience, and builds lasting relationships that generate referrals and repeat business while delivering exceptional hospitality.

PRIMARY

JOB RESPONSIBILITIES:

Wedding Planning & Client Management Serve as the primary point of contact for wedding couples from contract through post-event follow-up.

Coordinate all wedding-related events including site tours, ceremonies, receptions, rehearsal dinners, welcome receptions, farewell brunches, bridal luncheons, and post-wedding celebrations.

Guide couples through the planning process while providing exceptional service and attention to detail.

Develop detailed event orders and event agendas.

Create and distribute Banquet Event Orders (BEOs), diagrams, event schedules, and planning documents.

Conduct planning meetings, site visits, menu tastings, ceremony rehearsals, and final detail meetings.

Maintain timely communication with couples, wedding planners, and vendors throughout the planning process.

Coordinate with Banquets, Culinary, Front Office, Housekeeping, Engineering, Recreation, Transportation, Spa, Golf, Retail, Security, and other departments to ensure flawless event execution.

Monitor wedding events on-site to ensure all details are executed according to plan while maintaining Wintergreen Resort's standards of service.

Respond quickly and professionally to last-minute requests or unexpected challenges.

Ensure ceremony and reception spaces are properly prepared and meet client expectations.

Coordinate guest room blocks, VIP amenities, welcome gifts, transportation, and special accommodations.

Promote and sell resort amenities including: catering enhancements, bar packages, guest accommodations, spa services, golf, racquet sports, ski, spa and all recreation activities, transportation, welcome amenities, farewell events, specialty rentals and décor enhancements

Maximize wedding revenue while maintaining exceptional guest satisfaction.

Recommend enhancements and upgrades that create memorable guest experiences.

Coordinate with florists, photographers, entertainment, officiants, rental companies, transportation providers, and other approved vendors.

Ensure vendor compliance with resort policies and event schedules.

Maintain strong working relationships with preferred vendors and community partners.

Ensure all contracts, BEOs, diagrams, timelines, rooming lists, and event documents are accurate and distributed on schedule.

Review billing, event charges, room rental, and miscellaneous services for accuracy.

Conduct post-event follow-up with couples and wedding planners.

Gather client feedback and identify opportunities for future business and referrals.

Attend weekly operations, sales, and event meetings.

Assist with resort signature events and promotional wedding showcases.

OTHER DUTIES Support Ski Group Sales operations during the ski season by assisting with group coordination, logistics, administrative tasks, and client service as needed.

Provide ad-hoc cross-functional support to the Sales & Conference Services department by assisting with group sales, conference services, resort events, and departmental initiatives outside of the wedding market as needed.

Contribute to the overall success of the Sales & Conference Services team by performing additional responsibilities as business needs require.

MINIMUM QUALIFICATIONS:

Proactive and detail – oriented professional.

Exceptional customer service and relationship-building skills.

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