Hospitality & Logistics Coordinator

Job Description

Job Description

Hospitality & Logistics Coordinator

3+ YEARS OF EVENT PLANNING EXPERIENCE REQUIRED

Planning Support

• Maintain personalized client planning schedules and planning platforms
• Track deadlines, outstanding tasks, and client selections
• Prepare materials for planning meetings and follow up on action items
• Assist with budget tracking and payment schedules
• Research venues and coordinate site tours

Vendor Coordination

• Research vendor options based on direction from the lead planner
• Request proposals and availability
• Organize vendor comparisons
• Track contracts, payments, insurance, and required documentation
• Maintain vendor contact information and planning details
• Coordinate ongoing vendor communication and follow-ups

Client & Guest Experience

• Assist with save-the-date and invitation logistics
• Build and maintain wedding websites
• Prepare attire and guest information guides
• Manage RSVP tracking and follow-up
• Organize dietary restrictions, accommodations, and special guest needs
• Respond to routine guest questions
• Assist with lodging and transportation coordination

Production & Logistics

• Draft and update wedding timelines
• Maintain inventory and packing lists
• Prepare music, media, and food & beverage guides
• Create VIP pocket timelines
• Prepare parking, loading, and transportation documents
• Maintain seating charts and guest counts
• Assist with installation and strike schedules
• Organize production documents for the wedding weekend

Wedding Weekend Execution

• Assist with ceremony rehearsals
• Prepare and organize wedding-day materials
• Support vendor load-in and installation
• Help manage transportation and guest movements
• Maintain communication with vendors throughout the event
• Support the lead planner with timeline execution
• Assist with ceremony, cocktail hour, reception, and strike
• Anticipate client and guest needs throughout the wedding day