Wedding and Events Coordinator

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Events Full Time Williamsburg, VA, US

2 days ago Requisition

Salary Range: $35,000.00 To $45,000.00 Annually

The Williamsburg Winery | Williamsburg, VA
Full-Time | Salaried | $35,000–$45,000 annually, based on experience

The Williamsburg Winery is seeking an organized, personable, and hands-on Wedding & Events Coordinator to support weddings, private events, and winery-hosted events across our property. This position works closely with the Director of Weddings & Events to coordinate event details, communicate with clients, and help deliver a seamless experience from initial planning through event day.

This is a great opportunity for someone with some experience in events or hospitality who is ready to grow in the industry. The ideal candidate enjoys working with people, pays attention to the details, and is just as comfortable preparing event paperwork as helping the team on the floor.

Weekend availability required. Must be willing to work evenings, nights, and holidays based on event/wedding schedules.

Event Planning & Coordination: Assist with planning weddings, private functions, and winery events, including timelines, room layouts, vendor arrangements, and special requests.

Client Communication: Support the manager with client correspondence, gathering event details, answering questions, and keeping planning information organized and up to date.

Inquiries & Venue Tours: Respond to event inquiries, help schedule and conduct property tours, and assist with preparing estimates, contracts, and invoices under the manager’s direction.

Banquet Event Orders: Prepare and update Banquet Event Orders (BEOs), timelines, and other event documents to ensure all departments have accurate information.

Department & Vendor Coordination: Communicate event details with culinary, food and beverage, hotel, tasting room, and other property teams, as well as outside vendors.

Event-Day Support: Assist with setup, vendor arrivals, service, and breakdown, helping ensure spaces are prepared and events follow the planned timeline.

Banquet Team Support: Help communicate assignments and service expectations to banquet staff, assist with staffing needs, and reinforce event procedures under the manager’s guidance.

Guest

Experience:

Provide welcoming, professional service to clients and guests, address routine questions or concerns, and bring issues to the manager’s attention as needed.

Administrative Support: Maintain organized event files, track planning deadlines, and assist with post-event follow-up.

At least one year of experience supporting weddings or events required. Relevant internships or hands-on experience in wedding coordination, event planning, or event execution will be considered.

Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.

Friendly, professional communication skills and a commitment to guest service.

Ability to follow through on assignments, take initiative, and work collaboratively across departments.

Comfortable using Microsoft Office or Google Workspace and learning event/wedding management software.

Willingness to assist with both administrative work and hands-on event operations.

Availability to work a flexible schedule, including evenings, weekends, and holidays based on event needs.

Ability to remain on your feet for extended periods and assist with moving event supplies and setup materials, with reasonable accommodation as needed.

A degree or coursework in event management, hospitality, or a related field is preferred but not required.

Paid time off.

Medical, dental, and vision insurance.

401(k) retirement plan with employer match.

Opportunities for professional development and advancement.

Bonus opportunities for wine club sign-ups and recognition in Google reviews.