Venue Coordinator

Venue Coordinator - Villa SerafinaTraditions Event Services
About Us

Traditions Event Services is a rapidly growing wedding venue management company currently operating 8 premier wedding venues with ambitious plans to expand to 50 venues within the next three years. We're implementing a new strategic model that places dedicated coordinators at individual venues to maximize performance and client experience.

Position Overview

The Venue Coordinator serves as the dedicated onsite sales presence at Villa Serafina, taking ownership of tour execution, lead management, and booking performance from first inquiry through closed sale. This role combines sales excellence, content creation, and business development with light venue oversight to ensure the property is consistently showcase-ready for prospective clients. As the primary face of Villa Serafina, you'll build genuine relationships with prospective clients while showcasing the venue's unique features and driving bookings.

This is a part-time position starting at approximately 16 hours per week with a flexible schedule that includes Friday plus weekend availability (Saturday/Sunday) to align with peak tour times. Weekday hours focus on lead follow-up, content creation, and venue preparation, while weekend hours center on conducting tours and client interactions. Growth potential for additional hours based on performance. The ideal candidate is self-motivated, wedding-industry passionate, sales-driven, and excited to take ownership of venue booking performance.

While you'll work independently onsite, you'll be supported by our corporate team for marketing strategy, sales coordination, and operational guidance.

Hiring Timeline

• Interviews begin: December 9, 2025
• Tentative Start date: December 26, 2025

We're moving quickly to have someone trained and ready for peak wedding booking season (January-March).

Compensation & Incentive Structure

• Base Pay: $15/hour
• Commission Structure: $75 per booked wedding
• Growth Potential: Hours will expand based on demonstrated results

Key ResponsibilitiesTour Execution & Client Experience (40%)

• Conduct onsite venue tours, creating memorable first impressions that drive conversions
• Develop and maintain expert knowledge of all venue features, amenities, capacity, and policies
• Deliver engaging, consistent tour presentations that highlight Villa Serafina's unique selling points
• Follow established tour scripts while personalizing the experience for each prospective client
• Conduct virtual tours via preferred platforms when in-person tours aren't possible
• Prepare venue for tours, ensuring it is presentable and showcase-ready at all times
• Set up promotional materials and information packets for tours
• Effectively communicate venue pricing, packages, and current promotions to prospective clients
• Capture client preferences and detailed information during tours using intake forms
• In collaboration with Booking Manager, respond to new inquiries within 12 hours across all channels (phone, text, email, social media)
• Maintain a structured multi-touch follow-up cadence (text, call, email) until booking or clear decline
• Complete tour intake process using established forms and procedures for 100% of tours
• Capture couple's photo during tour and follow them on Instagram in real-time
• Request and collect client reviews post-tour
• Address initial questions and concerns, building rapport to increase comfort and trust
• Help identify upselling opportunities based on client needs

Content Creation & Marketing Support (30%)

• Gather daily content for social media manager (photos, videos, behind-the-scenes footage)
• Film TikTok-style video content showcasing venue features, events, and transformations for social media manager to edit and post
• Capture before/after photos of events and venue transformations
• Photograph venue improvements and new setup configurations for marketing materials
• Document venue aesthetic details and special moments throughout events
• Write a few monthly blog posts highlighting venue uniqueness, wedding tips, and real weddings
• Post weekly to Google Business Profile
• Manage and update online venue listings across all platforms (WeddingWire, The Knot, etc.)
• Engage in proactive social media outreach as Villa Serafina's voice (liking vendor posts, following complementary businesses, commenting on relevant content, vendor spotlights)
• Provide regular content batches to social media manager to maintain consistent posting schedule
• Support photo shoot coordination and execution when scheduled
• Keep venue information current across all digital platforms

Business Development (20%)

• Conduct outreach to local corporate clients and businesses for events
• Identify and contact relevant influencers for partnership opportunities
• Attend local chamber of commerce events and networking functions
• Build and maintain relationships with complementary wedding vendors
• Research competitive market positioning and share insights with marketing team
• Represent the venue at industry events and open houses

Venue Presentation & Light Operations (10%)

• Conduct regular venue walk-throughs to ensure venue is consistently clean, organized, and showcase-ready
• Document and report maintenance issues to Venue & Bar Lead with photos and priority levels
• Address minor presentation issues immediately (straightening furniture, quick cleanups)
• Ensure venue is tour-ready at all times, especially before scheduled tours
• Monitor that supplies like brochures and promotional materials are stocked
• Serve as onsite contact during your scheduled hours
• Lock/unlock venue and manage security protocols during your shifts

Performance GoalsInitial Goals (Months 1-3)

• Conduct 12-18 tours per month, converting to 5 bookings per month
• Respond to all leads within 12 hours
• Establish consistent and aggressive lead follow-up rhythm across all channels (phone, text, email)
• Provide content batches to social media manager (minimum 10 pieces per week)
• Complete tour intake forms for 100% of tours conducted
• Capture couple photos and follow on Instagram during 100% of tours
• Post to Google My Business weekly with fresh venue photos
• Maintain venue in consistently tour-ready condition
• Document and report any maintenance or presentation issues within 24 hours

Growth Goals (Months 4-6)

• Conduct 18-24 tours per month, converting to 7-8 bookings per month
• Demonstrate proactive problem-solving and venue performance improvements
• Build strong relationships with local vendors and businesses
• Maintain all online listings with current, accurate information

Reporting Structure & Support

**Direct Manager - Booking Manager:**Your primary point of contact for day-to-day management. Hunter provides hands-on training (2-week intensive onboarding), oversees daily execution of lead management and tour performance, conducts weekly check-ins and performance reviews, provides coaching on sales and client experience, and manages your schedule and booking goals.

**Venue Operations - Venue & Bar Lead:**Your direct contact for all venue operations, maintenance, and facility issues. Report maintenance needs, safety concerns, and operational challenges directly to Olivia. She coordinates vendor relationships, prioritizes facility improvements across the venue portfolio, and ensures operational standards are maintained.

**Marketing Strategy - Marketing Director:**Leads the marketing and sales department strategy and runs team meetings. Amanda provides marketing materials, campaign direction, and overall strategic guidance. She runs Google Ads and social media campaigns that generate your leads and sets departmental priorities.

**Content Collaboration - Social Media Manager:**Receives content from you, edits and posts to social channels, and provides guidance on content needs and current trends. Molly will communicate what types of content are performing well and what she needs from you each week.

**Executive Leadership - Venue & Bar Operations Manager & CEO :**Executive oversight of company operations and growth strategy (no regular touchpoints).

Required QualificationsExperience & Skills

• Basic understanding of marketing and content creation best practices

Technical Skills

You'll use these tools daily (training provided):

• High Level CRM: For lead management, tour documentation, and client communication
• Google Workspace: Gmail, Calendar, Docs for scheduling and collaboration
• Virtual Meeting Platforms: Google Meet, Zoom for virtual tours
• Social Media Platforms: Instagram, TikTok, Facebook for engagement
• Smartphone Proficiency: For on-the-go communication, content creation, scheduling, and issue documentation
• Basic Photo Editing: For content creation and marketing materials

Physical Requirements

• Ability to stand and walk for extended periods (2-3 hours) during tours and venue inspections
• Ability to climb stairs and navigate venue property including outdoor areas
• Ability to lift and move items up to 25 pounds (chairs, décor items, supplies)
• Ability to work in various weather conditions when inspecting exterior areas
• Visual acuity to identify maintenance issues and aesthetic concerns

Why This Role Matters

This position represents Traditions Event Services' evolution toward the venue management model used by industry leaders. You'll be empowered to:

• Take full ownership of Villa Serafina's performance metrics and sales success
• Build genuine relationships with clients from first contact through booking
• Create compelling marketing content that showcases venue beauty
• Ensure the venue consistently meets the highest standards of presentation
• Contribute creative ideas that directly impact business growth
• Be the "eyes and ears" onsite, protecting the venue investment through proactive management
• Be part of a rapidly growing company with expansion opportunities

Training & Development

About Traditions Event Services

Traditions Event Services manages a portfolio of unique wedding and event venues with a commitment to providing exceptional experiences for couples while supporting venue success through innovative systems and dedicated team members. We're building something special, and this role is a cornerstone of our growth strategy.

Traditions Event Services is an equal opportunity employer committed to diversity in the workplace.

To Apply: Please submit your resume and a brief cover letter explaining why you're passionate about weddings, what experience you have with marketing and sales, and what makes you the ideal person to represent Villa Serafina to events@traditionseventservices.com with the subject line "Venue Coordinator Application - [Your Name]”

Pay: $15.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits:

• Flexible schedule

Work Location: In person