Event Coordinator & Admin
Location: South New Berlin, New York
Position Type: Full-Time, Year-Round
Peak Weekend Schedule (May-Nov): Must have uncompromising availability for long event shifts during peak season (May – November), including mandatory 12+ hour operational days on Fridays and Saturdays.
Off-Season (Nov-April) - Flexible weekday schedule
Compensation: $28/hour
Position Overview
Gilbertsville Farmhouse is a premier, luxury wedding and private event resort. We are seeking a highly organized, energetic, and detail-driven Event Coordinator & Admin to support our event planning lifecycle, command ground-level weekend execution, and drive our post-event media and review workflows.
In this hybrid role, you will split your focus between mid-week administrative coordination, live weekend event management, and post-event brand asset gathering. During the week, you will work closely with our Sales & Tastemaker team to translate client visions into detailed event timelines, floor plans, and administrative files. On event weekends, you step onto the floor as the primary event producer—cueing ceremonies, managing vendor arrivals, keeping timelines on schedule, and ensuring our couples experience a seamless, stress-free wedding day. Following the event, you take charge of the client relationship to secure 5-star reviews and procure professional photography for our marketing channels.
Key Responsibilities
1. Live Event Coordination (Fridays & Saturdays)
- Timeline Command: Serve as the primary, boots-on-the-ground coordinator during live weekend events, ensuring ceremonies, toasts, dances, and transitions start precisely on schedule.
- Vendor Operations: Act as the central point of contact for external vendors (photographers, DJs/bands, florists, officiants)—directing setup locations, reviewing timelines, and managing vendor logistics upon arrival.
- Bridal & Client Care: Guide bridal parties, families, and couples through rehearsals, line-ups, and ceremony walks with calm, reassuring, and clear direction.
- Peak Weekend Shifts: Execute long-form operational weekend shifts (including mandatory 12+ hour days on Fridays and Saturdays during the May–November event season).
2. Mid-Week Administrative & Planning Logistics
- Administrative Execution: Work directly alongside our Salesperson & Tastemaker to turn client preferences and design choices into actionable event documentation.
- Document Architecture: Build, update, and distribute master event timelines, seating charts, floor plans, and vendor contact sheets.
- Client Coordination: Assist in collecting final guest counts, dietary needs, vendor insurance forms (COIs), and day-of detail questionnaires from booked clients.
- Cross-Departmental Syncs: Ensure event documents are compiled, updated, and delivered to the General Manager, Catering & Banquet Manager, and Guest Experience Manager prior to weekly operational meetings.
3. Post-Event Marketing & Review Acquisition
- Review Generation: Lead the post-event client follow-up strategy, systematically reaching out to couples following their honeymoon to collect 5-star reviews, testimonials, and detailed feedback across target platforms (The Knot, WeddingWire, Google).
- Media Procurement: Establish direct post-event relationships with couples' professional photographers to secure full high-resolution wedding galleries, rights of usage, and image credits for our marketing, website, and social media channels.
What Success Looks Like
- Flawless Ceremony & Timeline Flow: Ceremonies start on time, processional music cues are seamless, and event transitions happen effortlessly without public confusion.
- Consistently High Review Capture: A high percentage of hosted couples submit detailed, glowing 5-star reviews within 30 days of their event.
- Comprehensive Photo Library: Professional high-resolution photo galleries are secured, organized, and archived from every wedding hosted at the property.
- Complete Administrative Accuracy: Event files, floor plans, and vendor sheets are 100% accurate, up-to-date, and delivered well in advance of event weekends.
- Synergy with Sales & Tastemaker: The creative vision established during sales and tasting sessions is accurately documented and flawlessly executed on the floor.
Requirements & Qualifications
- 2 -4+ years of experience in wedding coordination, venue event execution, or hospitality administrative support.
- Commanding & Calm Presence: Ability to lead large groups, direct vendors, and manage tight event schedules with composure, diplomacy, and warmth.
- Administrative & Post-Event Precision: Exceptional organizational skills with proficiency in event software (AllSeated, Social Tables, PMS), spreadsheets, digital file management, and client communication platforms.
- Schedule Requirement: Uncompromising weekend availability (Fridays and Saturdays, 12+ hour shifts) during the peak event season (May – November), balanced by a predictable administrative schedule mid-week and during the off-season.
Pay: From $28.00 per hour
Work Location: In person
