Event Planning Coordinator

This role plans and coordinates events with the goal of creating seamless service that meets Wegmans’ high standards and client needs. You will partner with the Event Services team and various vendors to simultaneously coordinate and oversee multiple events of various sizes. You will use creative expression to bring the client’s vision to life through design and décor, make cost-effective decisions, and troubleshoot challenges as they arise while ensuring an unforgettable customer experience at various on and off locations.

What will I do?

• Establish Wegmans as a leader in Event Planning and coordination, working with clients to plan events of various sizes and influencing them to make decisions in line with industry standards and trends
• Coordinate all steps in the process including gathering details, maintaining records, creating floor and decorating plans, breaking work into steps, organizing and assigning tasks by group, etc.
• Develop and recommend design and décor solutions including drawing design concepts and creating mood boards that exceed client expectations while minimizing cost and working within budget
• Drive process efficiency and act as the liaison to clients, operations, chef, and audio-visual teams, communicating and troubleshooting issues to ensure the event is executed flawlessly
• Maintain up-to-date knowledge of best practices in the event services, catering, and Event Planning industry, actively seek resources to understand industry trends, utilize expertise when planning and coordinating events
• Forecast cost of events, provide estimates to clients, document financial elements (labor, contract charges, food expenses, space cost, rentals, internal item usage fees, etc.) and review estimate vs actual cost after event to improve future forecasts
• Reduce expenses and prioritize time, source cost effective materials that meet the client's needs and utilize Wegmans merchandise and materials whenever possible
• Coordinate the logistics of the décor and creative process, ordering or renting supplies, managing décor timelines and project plans, reviewing purchase orders to ensure for accuracy, and troubleshooting as needed
• Make continuous improvement recommendations based on knowledge of the industry, preferred practices, and previous experiences

Required Qualifications

• 2 or more years of experience using creativity in a managerial position
• 1 or more years of hospitality experience in Event Planning/management ideally in a Hotel, Restaurant, or Country Club environment
• Ability to effectively communicate with all levels of management and across functional areas
• Enthusiasm for and knowledge of relevant products and services
• Proficiency with Microsoft Suite

Preferred Qualifications

• Experience planning & executing complex, large scale events or project coordination experience
• Experience in various roles in the restaurant/hotel industry (Bartender, Server, Food Runner, Cook, etc.)
• Budgeting and financial experience
• Experience with Catering software programs
• Degree in related field
• A portfolio showcasing a broad range of creative thinking and tactics