Part-Time Hybrid Wedding Administrative Coordinator

At Beloved Weddings, every position has a clearly defined area of ownership. While each team member is accountable for their primary responsibilities, we believe exceptional weddings happen through teamwork, communication, and a willingness to support one another. Our mission is simple: Create an unforgettable experience for every couple while helping Beloved Weddings continue to grow through excellence, organization, and genuine care. Position Summary The Wedding Administrative Coordinator is the organizational backbone of Beloved Weddings. This position ensures that every wedding file, payment, vendor record, rental order, and internal process remains accurate, organized, and on schedule. This is not a wedding planner position. Rather than managing couples directly, this role supports the entire team behind the scenes by maintaining systems, tracking deadlines, and ensuring nothing falls through the cracks. The ideal candidate loves organization, enjoys creating systems, pays close attention to detail, and takes pride in making sure everything is complete and accurate. Primary Responsibilities HoneyBook Administration Monitor overdue payments and notify the Event Services Coordinator when follow-up is needed. Verify that every new booking includes: Signed contract Correct project setup Complete information entered into HoneyBook Review project status regularly to ensure files remain current. Help maintain consistency and accuracy across all wedding projects. Administrative Support Create and organize wedding files in the company Share Drive. Maintain digital folders and internal documentation. Assist with data entry and updating company records. Keep templates, forms, and documents organized and current. Help improve internal systems and workflows. Create rental inventory lists for upcoming weddings. Coordinate linen orders and dry cleaning. Ensure rentals are ordered and returned on schedule. Add new vendors into HoneyBook and maintain accurate vendor information. Assist with vendor pricing spreadsheets when needed. Team Support Prepare reports for weekly operations meetings. Track action items and ensure follow-up. Share updates regarding: New company forms Process improvements Inventory updates Assist departments with administrative projects as needed. Qualifications Exceptional organizational skills. Strong attention to detail. Ability to prioritize multiple projects. Self-motivated and dependable. Comfortable working independently. Proficient with Google Workspace (Docs, Sheets, Drive). Experience using Canva (required). Comfortable learning new software quickly. Preferred (but not required) Administrative experience in the wedding or events industry. Experience using HoneyBook. Experience with spreadsheets and basic budgeting. Familiarity with Numbers (Apple) or Microsoft Excel. Experience coordinating vendors or rentals. Bilingual (English/Spanish) is a plus. We’re Looking for Someone Who… Loves creating order from chaos. Enjoys checklists, numbers, and systems. Notices small details others overlook. Takes initiative without needing constant direction. Is positive, professional, and dependable. Enjoys supporting a team rather than being the center of attention. Wants to grow with a company that values excellence and teamwork. Salary range $24-$30/hour, depending on experience. #J-18808-Ljbffr Beloved Weddings