Wedding Coordinator

About Us:

Established in 1963 and situated in the Santa Cruz Mountains on 180 acres of old-growth redwood forest, Roaring Camp Inc. is a heritage tourist railroad that offers two unique journeys. The Bear Mountain excursion offers year around steam train excursions through the old growth redwood forest, while the Santa Cruz Beach Train offers seasonal excursions through the Redwood Forests to the sandy beaches of Santa Cruz.

Responsibilities:

1. Create customer event file upon obtaining initial statement, signed contract, and deposit from wedding salesperson.
2. Connect with client to establish contact for subsequent communications.
3. Communicate and respond to questions and concerns from client.
4. Act as liaison between operations, food service personnel, outside caterer, and other appropriate department contacts.
5. Cultivate, develop and manage:
   1. diagrams/schematics of wedding and reception sites
   2. rental orders
   3. catering menus
   4. security detail
   5. vendor contacts
   6. timelines and statements
   7. additional event related requests
6. Coordinate invoices and payments with reservations department.
7. Three weeks prior to event date, submit wedding questionnaire for client to complete and affirm final wedding details.
8. One week prior to event, update and distribute final details in writing to catering, railroad and operations department.
9. Direct wedding rehearsal and Day of Ceremony.
10. Connect with vendors before and on day of event to manage drop off.
11. Receive and check-in all rental items.
12. Final check of reception area to complete last minute day of setup.
13. Coordinate with lead server regarding banquet, beverage, and food station set-up.
14. Greet wedding party upon arrival.
15. Provide additional support during off-season and special events as needed.

Requirements:

• Two year’s prior event, wedding, or banquet coordination experience required.
• Prior customer service experience required.
• Comfortable with MS Office, Google Docs and JotForm
• Highly organized with attention to detail.
• Service excellence and quality presentation a priority.
• Outgoing personality and a team player.
• Calm and creative problem solver.
• Able to work weekends, evenings, and some holidays.

Bonus Points:

• Excellent verbal and written communication skills
• Social media posting
• Photography experience

Perks:

• Medical, Dental & Vision Insurance
• Life Insurance
• 401(k) with company match
• PTO
• Complimentary RR Tickets