Summary: Seascape Beach Resort is a luxury oceanfront destination in Aptos, California, offering breathtaking venues for weddings and social celebrations. As the Catering & Wedding Event Coordinator, you will be an integral part of the Events Team, ensuring every couple experiences a seamless and unforgettable journey from the moment they book through their wedding day. You’ll work closely with the Senior Catering Sales Manager, Director of Sales, and various departments across the resort to bring events to life with exceptional professionalism and care.
Key Responsibilities:
Client Management & Wedding Planning
- Serve as the couple’s dedicated point of contact post-booking, managing all venue-related planning.
- Host planning meetings, conduct site tours, and coordinate tastings and walkthroughs.
- Develop personalized wedding timelines, floorplans, and logistics documents.
- Provide prompt and empathetic communication with clients and their families.
- Prepare and finalize all necessary event documentation, including Banquet Event Orders (BEOs), change logs, and internal event resumes.
- Ensure all details are clearly communicated to internal teams for day-of execution.
- Collaborate closely with the Banquet and Culinary teams to customize food and beverage offerings for each couple.
- Offer vendor referrals that align with the standards of Seascape Beach Resort.
Vendor & Internal Coordination
- Liaise with external vendors to coordinate load-in/load-out, logistics, and venue compliance.
- Maintain positive relationships with local planners, rental companies, florists, photographers, and entertainers.
- Communicate all event-specific details to internal departments during weekly BEO and planning meetings.
- Provide seamless handoff to the Banquet Manager and operations team for execution, or attend weddings in person as needed to oversee quality.
Sales & Administrative Support
- Assist the Senior Catering Sales Manager with contracts, deposits, billing, and reporting.
- Input and update group reservations, rooming lists, VIP details, and charge routing in Maestro PMS.
- Monitor room block cutoff dates and process billing per contract terms.
- Track and update sales leads, client touchpoints, and event milestones in Delphi or relevant CRM system.
- Support weekend site tours, pre-event walk-throughs, and prospect meetings as assigned.
Wedding Day Presence (as needed)
- Act as the on-site venue liaison to ensure flawless setup and timing.
- Assist with last-minute changes, vendor coordination, and couple/family needs.
- Ensure each contracted service is delivered as promised, with exceptional attention to detail.
Qualifications:
- Minimum 2 years of wedding coordination, event planning, or hotel/resort catering experience.
- High school diploma or GED required; degree or certificate in Event Planning, Hospitality, or related field preferred.
- Proficiency in Microsoft Office; experience with Delphi and Maestro PMS is a plus.
- Strong organizational skills with a keen eye for detail and the ability to manage multiple weddings simultaneously.
- Excellent written and verbal communication; ability to work with a wide range of personalities with grace and professionalism.
- Calm, solution-oriented, and emotionally intelligent—especially during high-stress, high-stakes moments.
- Availability to work weekends and holidays aligned with the wedding calendar.
Working Conditions:
- Office, indoor, and outdoor event environments including beach venues and banquet spaces.
- Standing, walking, bending, and lifting up to 25 lbs. may be required.
- Exposure to variable weather conditions during outdoor ceremonies and receptions.
Professional Appearance
- Professional dress code required when interacting with clients and guests.
- Event attire and name badge must be worn during all site tours and day-of support.
