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- Tasks: Manage wedding contracts, payments, and documentation for seamless event execution.
- Company: Trail Hub, a premium nature-based wedding venue in Uxbridge, Ontario.
- Benefits: Competitive pay, long-term growth opportunities, and a beautiful work environment.
- Why this job: Join a dynamic team and play a key role in creating unforgettable weddings.
- Qualifications: Experience in event administration, strong attention to detail, and excellent communication skills.
- Other info: Work in a supportive culture focused on precision and operational excellence.
The predicted salary is between 13 - 16 £ per hour.
Location: Trail Hub, Uxbridge, ON
Position Type: Full time, permanent position, with opportunity for long-term growth
Compensation: $25.00 to $30.00 per hour plus gratuities based on experience
Reports To: Manager, Weddings and Guest Services
Hours: Up to 44 hours per week including weekends and evenings.
About Trail Hub
Trail Hub is a premium destination venue located on private forest property outside Uxbridge, Ontario. With direct access to 240km of trail systems and home to Nest, our elevated farm-to-table restaurant, we host high-end weddings and events rooted in nature, hospitality, and operational excellence. We operate with a systems-first mindset. Precision, accountability, and consistency matter here. Our goal is not simply to host beautiful weddings. It is to build a repeatable, scalable, and profitable wedding program supported by strong administrative infrastructure.
About the Role
The Wedding Administrator is responsible for the administrative and financial backbone of Trail Hub’s wedding program. This is not a creative planning role. It is a systems-driven, documentation-focused, revenue-protecting position requiring direct wedding venue or event administration experience. The Wedding Administrator ensures contracts are accurate, payment schedules are tracked and enforced, CRM systems remain clean, and internal documentation supports seamless event execution. This role plays a direct part in protecting revenue and maintaining operational discipline.
Core Responsibilities
- Contracts, Documentation and Systems Ownership
- Ensure all wedding contracts are properly executed and filed
- Maintain accurate CRM records for all wedding clients
- Manage shared documentation systems including Google Drive, CRM, and internal planning documents
- Coordinate seamless handoff between sales and operations
- Maintain up-to-date planning files and event timelines
- Track vendor documentation and insurance certificates
- Accuracy and attention to detail are critical.
- Payment Tracking and Accounts Receivable
- Monitor all wedding payment schedules including deposits, installments, and final balances
- Proactively follow up on outstanding balances
- Ensure payments align with contractual terms
- Coordinate with accounting for reconciliation
- Maintain clear reporting on outstanding receivables
- Prevent revenue leakage through disciplined follow-up
- This role directly supports the financial health of the wedding program.
- Pre-Event Administrative Preparation
- Confirm all planning documents are complete prior to event week
- Support rehearsal coordination and logistics
- Prepare ceremony documentation and event-day administrative materials
- Confirm timeline alignment between couple, vendors, and internal teams
- Event-Day Administrative Presence
- Provide operational oversight of timelines
- Support ceremony coordination and transitions
- Serve as a calm and professional point of contact for couples
- Liaise with front of house, culinary, bar, and operations teams
- Protect schedule integrity and manage minor issues discreetly
What We’re Looking For
- Previous high volume event and wedding venue or event administration experience required
- Experience managing contracts, deposits, and payment schedules
- Comfort with accounts receivable follow-ups
- Strong CRM and digital systems competency
- High attention to detail and documentation accuracy
- Professional communication style
- Calm under pressure and solutions-oriented
- Availability for weekends and peak wedding season from May to October
This role requires both hospitality presence and administrative discipline.
Why Join Trail Hub
- Work in a premium, nature-based wedding destination
- Be part of a performance-driven, systems-oriented culture
- Play a meaningful role in strengthening a growing wedding program
- Opportunity for long-term growth within the organization
How to Apply
If you have direct wedding administration experience and take pride in precision, organization, and financial accountability, we would love to hear from you. Please send your resume and a brief cover letter to adam@thetrailhub.ca with the subject line: Wedding Administrator Application – Your Name
Wedding Administrator in Uxbridge employer: Trail Hub Inc.
Contact Detail:
Trail Hub Inc. Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Wedding Administrator in Uxbridge
✨Tip Number 1
Get to know the venue! Before your interview, take a stroll around Trail Hub if you can. Familiarising yourself with the space and its vibe will help you connect better during the conversation.
✨Tip Number 2
Show off your organisational skills! Be ready to discuss specific examples of how you've managed contracts and payment schedules in past roles. We love seeing candidates who can demonstrate their attention to detail.
✨Tip Number 3
Prepare for situational questions! Think about how you would handle common issues that arise during events. Being calm under pressure is key, so share your strategies for keeping things running smoothly.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows us you're serious about joining the Trail Hub team. Don’t forget to highlight your relevant experience!
We think you need these skills to ace Wedding Administrator in Uxbridge
Some tips for your application 🫡
Tailor Your Resume: Make sure your resume highlights your previous experience in wedding administration or event management. We want to see how your skills align with the role, so don’t be shy about showcasing your attention to detail and systems-driven mindset!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you’re passionate about working at Trail Hub and how your background makes you the perfect fit for the Wedding Administrator role. Keep it concise but impactful!
Showcase Your Organisational Skills: Since this role is all about precision and documentation, make sure to mention any tools or systems you’ve used in the past. Whether it’s CRM software or Google Drive, we want to know how you keep everything organised and running smoothly.
Apply Through Our Website: We encourage you to apply through our website for a smoother process. It helps us keep track of applications better and ensures you don’t miss out on any important updates from us. Plus, it shows you’re keen on joining our team!
How to prepare for a job interview at Trail Hub Inc.
✨Know the Venue Inside Out
Before your interview, make sure you research Trail Hub thoroughly. Understand its unique offerings, like the farm-to-table restaurant and the beautiful forest setting. This knowledge will help you demonstrate your genuine interest in the role and how you can contribute to their vision.
✨Showcase Your Administrative Skills
Since this role is all about systems and documentation, be prepared to discuss your previous experience with contracts, payment tracking, and CRM systems. Bring examples of how you've maintained accuracy and attention to detail in past roles, as this will highlight your fit for the position.
✨Prepare for Scenario Questions
Expect questions that assess your problem-solving abilities under pressure. Think of scenarios where you had to manage tight timelines or resolve issues during events. Practising your responses will help you convey your calm and professional communication style effectively.
✨Demonstrate Your Passion for Hospitality
While the role is administrative, it’s essential to show your enthusiasm for the wedding industry and hospitality. Share any relevant experiences that reflect your commitment to providing excellent service and how you can enhance the couple's experience at Trail Hub.