SUMMARY: The Wedding Services Manager is responsible for planning, coordinating, and executing weddings and related social events at Wintergreen Resort. This position serves as the primary point of contact for couples, families, wedding planners, and vendors from the time of inquiry to a contract is signed through the successful completion of each event and follow up.
The Wedding Services Manager works closely with the Wedding Sales & Services Manager, The Sales and Conference Services team and all resort departments to ensure seamless execution of ceremonies, receptions, rehearsal dinners, farewell brunches, lodging, transportation, guest activities and much more. This role creatively upsells resort amenities, enhances the wedding experience, and builds lasting relationships that generate referrals and repeat business while delivering exceptional hospitality.
Wedding Planning & Client Management
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Serve as the primary point of contact for wedding couples from contract through post-event follow-up.
- Coordinate all wedding-related events including site tours, ceremonies, receptions, rehearsal dinners, welcome receptions, farewell brunches, bridal luncheons, and post-wedding celebrations.
- Guide couples through the planning process while providing exceptional service and attention to detail.
- Develop detailed event orders and event agendas.
- Create and distribute Banquet Event Orders (BEOs), diagrams, event schedules, and planning documents.
- Conduct planning meetings, site visits, menu tastings, ceremony rehearsals, and final detail meetings.
- Maintain timely communication with couples, wedding planners, and vendors throughout the planning process.
- Coordinate with Banquets, Culinary, Front Office, Housekeeping, Engineering, Recreation, Transportation, Spa, Golf, Retail, Security, and other departments to ensure flawless event execution.
- Monitor wedding events on-site to ensure all details are executed according to plan while maintaining Wintergreen Resort's standards of service.
- Respond quickly and professionally to last-minute requests or unexpected challenges.
- Ensure ceremony and reception spaces are properly prepared and meet client expectations.
- Coordinate guest room blocks, VIP amenities, welcome gifts, transportation, and special accommodations.
- Promote and sell resort amenities including: catering enhancements, bar packages, guest accommodations, spa services, golf, racquet sports, ski, spa and all recreation activities, transportation, welcome amenities, farewell events, specialty rentals and décor enhancements
- Maximize wedding revenue while maintaining exceptional guest satisfaction.
- Recommend enhancements and upgrades that create memorable guest experiences.
- Coordinate with florists, photographers, entertainment, officiants, rental companies, transportation providers, and other approved vendors.
- Ensure vendor compliance with resort policies and event schedules.
- Maintain strong working relationships with preferred vendors and community partners.
- Ensure all contracts, BEOs, diagrams, timelines, rooming lists, and event documents are accurate and distributed on schedule.
- Review billing, event charges, room rental, and miscellaneous services for accuracy.
- Conduct post-event follow-up with couples and wedding planners.
- Gather client feedback and identify opportunities for future business and referrals.
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Attend weekly operations, sales, and event meetings.
- Assist with resort signature events and promotional wedding showcases.
OTHER DUTIES
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Support Ski Group Sales operations during the ski season by assisting with group coordination, logistics, administrative tasks, and client service as needed.
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Provide ad-hoc cross-functional support to the Sales & Conference Services department by assisting with group sales, conference services, resort events, and departmental initiatives outside of the wedding market as needed.
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Contribute to the overall success of the Sales & Conference Services team by performing additional responsibilities as business needs require.
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Proactive and detail – oriented professional.
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Exceptional customer service and relationship-building skills.
- Previous experience in wedding planning, event management, hospitality, catering, or resort operations preferred.
- Strong organizational and project management skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Ability to multitask and manage multiple events simultaneously.
- Food & Beverage knowledge preferred.
- Strong leadership and problem-solving abilities.
- Proficiency in Microsoft Office Suite; Springer Miller, Delphi, IVvy, or similar hospitality software preferred.
- Must be flexible to work weekends, evenings, holidays, and extended hours based on wedding schedules.
- Ability to remain calm and professional in a fast-paced environment.
- Experience in Liftopia, Axxess, Sirusware or any other ski related software (NOT Required)
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Ability to stand and walk for extended periods.
- Ability to lift up to 25 pounds.
- Must possess a valid driver's license.
- Ability to work indoors and outdoors in varying weather conditions.
- Frequent movement between event venues throughout the resort.
Wintergreen Resort is a place for mountain lovers, adventure seekers and outdoor explorers. A place to chase new experiences, marvel at the unexpected, and build new relationships that will keep you coming back for more. We work to play! We work in a fun-filled, beautiful resort setting and have a competitive compensation with a comprehensive benefit portfolio for full-time year-round associates: (Medical, Dental, Vision, Life, Short and Long Term Disability Insurances as well as Paid Time Off and a 401K plan). Our unique Recreational Benefit Package offers associates free and/or discounted resort activities, services and products.
We have many fantastic opportunities available from our spectacular, sweeping mountain slopes to our beautiful valley and lake. If this position isn’t quite what you are looking for, please visit our career page for even more open positions: Wintergreen Resort: Premier Blue Ridge Mountain Ski, Golf, Tennis, Spa and Family Vacation Resort in Virginia.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other characteristic protected by applicable law.
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this position; employees may be assigned other duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to the following
