Wedding Event Coordinator

Wedding Event CoordinatorAre you passionate about hospitality, food & beverage and leading high-level events from planning through execution?The Oaks is a family-owned wedding and private event venue in Castle Rock. We host an average of 180 events a year and have built a stellar reputation in the wedding industry for seamless execution, elevated service and exceptional catering experiences.We are seeking a confident, organized, hospitality-driven Wedding Event Coordinator to manage approximately 60 events annually. This role is heavily focused on in-house catering and bar service management, client experience and event-day leadership.This is a full-time, year-round role for someone who thrives in fast-paced hospitality, values team collaboration, and wants long-term growth.Who We AreWe are not a corporate venue. We are a family-run business with strong systems, clear expectations and high standards.We collaborate closely with the team at our sister venue, The Manor House. We share ideas and best practices and invest in our team. We host regular team outings and intentionally build culture — because weddings are hard work, and we believe in enjoying the people we work alongside.Our reputation in the Colorado wedding industry matters to us. Every event reflects our name, and every team member represents our brand.About the RoleThis position blends event planning, catering and bar operations, staff leadership and sales support.You will serve as the primary coordinator for approximately 60 events annually, owning the client experience from post-sale handoff through wedding day completion — with a strong emphasis on food & beverage logistics and execution.Key ResponsibilitiesClient Planning (Approx. 60 Events Annually)Guide clients through menu tastings, planning meetings and final walkthroughsAssist in preparation and execution of Menu Tasting EventsCollaborate with Executive Chef on custom menu pricing and special requestsBuild detailed Banquet Event Orders (BEOs) with accurate food, beverage, setup and timeline detailsDevelop comprehensive event timelines and floor plansOversee bar packages, beverage selections and service flowYou are responsible for ensuring that what is promised on paper is executed flawlessly in service.Wedding Day ExecutionOn event days, you will lead and oversee the entire event:Catering staff management and floor leadershipFood service timing and coordination with kitchenBar and cocktail serviceBuffet and / or plated dinner service logisticsVendor load-in coordinationEquipment and décor placementCeremony cueing and reception timeline managementReal-time troubleshooting and decision-makingThis role requires strong leadership presence and the ability to manage both client expectations and internal service teams simultaneously. You will be the main point of contact for the client.Sales Contribution (Approx. 1/3 of Sales Volume)Conduct venue toursPresent catering and bar packages confidentlyBuild customized proposalsFollow up and assist in closing bookingsSupport food and beverage upselling opportunitiesMaintain organized CRM recordsOperational CollaborationCoordinate closely with:Executive ChefBar ManagerAccountingFront-of-House and Back-of-House teamsEnsure accurate invoicing for food, beverage and décor rentalsCommunicate staffing needs based on guest count and service styleMaintain detailed event documentationIdentify process improvements related to catering efficiency and service standardsWho Thrives HereYou may be a strong fit if you:Have 1+ year of management experience (catering, restaurant, hospitality preferred)Have 1+ year of wedding or event coordination experienceUnderstand food and beverage service timing and staffingAre comfortable leading service teams in high-pressure environmentsCommunicate confidently and professionally with clients and staffStay calm and solution-focused during service challengesAre organized and detail-drivenCan work weekends, weekdays, evenings and some holidaysAre proficient with Google Workspace (NetSuite experience is a plus — training provided)This role is ideal for someone with a strong hospitality background who wants to grow into higher-level event leadership.Compensation & BenefitsWe invest in long-term team members with stability and meaningful benefits:100% Employer-Paid Health Insurance (eligible after 90 days)Performance Bonus (eligible after first full season)Employer-Sponsored Retirement Plan: 401(k) and Roth 401(k) options with Safe Harbor Match (100% vested immediately)Generous PTO and vacation timeFlexible office schedulingOff-season downtime (1st Quarter)Regular team outings and cross-venue collaborationWhy The Oaks?We are a family-owned business with strong systems, high standards, and a collaborative team culture. We take pride in delivering elevated wedding experiences that match the beauty of our venue.If you are ready to lead service teams, manage catering operations and create seamless wedding experiences within a respected Denver-area venue, we would love to meet you!