Wedding & Event Supervisor in Suffolk

Job Title: Wedding Event Manager Department: Events and Hospitality Reports To: Events Director / General Manager Job Type: Full-time / Part-time (as required) Job Overview The Wedding Event Manager is responsible for planning, coordinating, and managing all aspects of wedding events, ensuring that each celebration runs smoothly and meets the expectations of the couple and their guests. The role involves working closely with clients, wedding suppliers, venue staff, catering teams, decorators, entertainment providers, and other event professionals to deliver memorable, well-organised, and high-quality wedding experiences. The successful candidate must have excellent organisational and communication skills, strong attention to detail, and the ability to manage multiple tasks while remaining calm under pressure. Key Responsibilities 1. Wedding Planning and Coordination Meet with couples to understand their vision, preferences, requirements, and budget. Develop wedding plans, event schedules, timelines, and checklists. Coordinate all wedding arrangements, including ceremonies, receptions, decorations, catering, entertainment, and guest services. Conduct venue visits and site inspections before the event. Ensure all wedding details are confirmed and ready before the event date. 2. Client and Supplier Management Maintain regular communication with couples, families, and other key stakeholders. Liaise with florists, decorators, photographers, caterers, entertainers, and other suppliers. Negotiate supplier arrangements where appropriate and ensure services are delivered as agreed. Manage client expectations and resolve queries professionally. Build positive working relationships with clients, suppliers, and venue teams. 3. Event Setup and On-the-Day Management Supervise the setup of wedding venues, including seating arrangements, table settings, decorations, lighting, and audiovisual equipment. Coordinate event staff and allocate duties before and during the wedding. Oversee the wedding-day schedule, ensuring activities run according to plan. Manage guest arrivals, seating, ceremony transitions, speeches, entertainment, and reception activities. Respond quickly and professionally to unexpected changes or emergencies. Ensure the venue is left clean, safe, and organised after the event. 4. Budget and Financial Management Prepare and monitor wedding event budgets. Track event expenses, supplier costs, and payments. Ensure spending remains within the agreed budget. Maintain accurate records of quotations, invoices, contracts, and client payments. Identify opportunities to manage costs without compromising quality. 5. Team Leadership and Operations Brief, supervise, and support event staff, including coordinators, waiters, setup teams, and contractors. Ensure staff understand their responsibilities and service standards. Coordinate with catering, housekeeping, security, technical, and venue operations teams. Monitor staff performance and maintain professional standards throughout the event. 6. Health, Safety and Quality Control Ensure the event complies with relevant health and safety requirements and venue policies. Identify potential risks and put appropriate control measures in place. Ensure safe crowd movement, appropriate emergency access, and suitable event layouts. Check that equipment, decorations, and facilities are safe and fit for use. Maintain high standards of presentation, customer service, and professionalism. 7. Post-Event Follow-Up Conduct post-event checks and coordinate the removal of equipment and decorations. Ensure outstanding supplier matters and venue issues are addressed. Obtain client feedback and identify opportunities for improvement. Prepare post-event reports and maintain records for future events. Qualifications and Experience Previous experience in wedding planning, event management, hospitality, or a related field. A qualification in event management, hospitality, business, or a similar discipline is desirable. Experience coordinating suppliers, managing event schedules, and supervising teams. Knowledge of wedding traditions, event logistics, and venue operations. Experience managing budgets and client expectations is an advantage. Skills and Competencies Excellent organisational and time-management skills. Strong verbal and written communication skills. Exceptional attention to detail. Excellent customer service and relationship-building skills. Strong leadership, teamwork, and decision-making abilities. Ability to multitask and work effectively under pressure. Problem-solving skills and the ability to respond to last-minute changes. Budget management and administrative skills. A professional, presentable, and client-focused approach. Flexibility to work evenings, weekends, and public holidays when required. Key Performance Indicators (KPIs) Performance may be assessed through: Client satisfaction and post-event feedback. Successful delivery of weddings according to the agreed schedule. Adherence to approved event budgets. Quality of venue presentation and overall event execution. Supplier reliability and coordination. Effective staff management and teamwork. Compliance with health and safety requirements. Number of repeat bookings and client referrals. Working Conditions The role involves working in venues, hotels, event spaces, and other wedding locations. It may require standing for extended periods, supervising venue setups, travelling between locations, and working irregular hours, including evenings and weekends. Job Purpose Statement To plan, coordinate, and deliver exceptional wedding events by providing outstanding customer service, effective team leadership, efficient supplier management, and seamless event execution, ensuring every couple and their guests enjoy a memorable and professionally managed celebration. TPBN1_UKTJ