Venue Coordinator (Weddings)

Job summary

Coordinate a portfolio of 30–50 weddings annually, guiding couples through planning, conducting venue tours, and leading wedding-day logistics. Maintain event records and timelines, coordinate vendors and internal teams, ensure venue readiness, and complete post-event follow-up.

Job details

Location: Trail Hub, Uxbridge, ON Position Type: Full-Time, Hourly Compensation: 27.00 –30.00 per hour, based on experience, plus participation in the event service fee pool for events worked Reports To: Venue Director About Trail Hub Trail Hub is a one-of-a-kind destination nestled in the conservation forests outside Uxbridge, Ontario. Situated on 140 acres of private land with direct access to over 240 km of trails, Trail Hub offers a unique combination of outdoor adventure, elevated farm-to-table dining, and unforgettable events. Home to Nest restaurant and a distinctive wedding venue surrounded by nature, we help couples celebrate one of life’s most meaningful moments. As a values-driven organization, we’re passionate about connecting people with nature, creating community, and delivering exceptional guest experiences. About the Role As a Venue Coordinator (Weddings), you will guide couples through their wedding experience at Trail Hub, from planning meetings to wedding-day execution. You will manage a portfolio of approximately 30–50 weddings per year, ensuring every celebration is thoughtfully organized and professionally delivered. Reporting to the Venue Director, you will collaborate closely with our culinary, operations, sales, and banquet teams to bring each couple’s plans to life. You will also conduct wedding tours, helping prospective clients discover what makes Trail Hub special. This role is ideal for someone who combines strong organization and digital skills with a warm, confident personality. You enjoy working with people, take ownership of the details, and bring a positive, collaborative approach to the team. Key Responsibilities Coordinate 30–50 weddings annually: Manage assigned weddings through planning, preparation, wedding-day execution, and post-event follow-up. Guide couples through planning: Lead client meetings, communicate next steps, collect outstanding details, and set clear expectations around venue services and requirements. Conduct wedding tours: Welcome prospective couples, showcase the venue, explain the wedding experience, answer questions, and document tour notes for sales follow-up. Collaborate across departments: Work closely with culinary, operations, sales, and banquet teams to align event requirements, communicate changes, and ensure a seamless guest experience. Maintain accurate digital records: Prepare and update timelines, floor plans, banquet event orders (BEOs), vendor details, and client communications in Releventful and other company systems. Lead wedding-day coordination: Manage timelines, coordinate vendors and wedding parties, oversee ceremony logistics, and respond to client and guest needs throughout assigned event coverage. Ensure venue readiness: Coordinate setup priorities and walkthroughs, confirming ceremony spaces, reception areas, suites, signage, and agreed décor details are ready. Support team planning: Participate in weekly BEO, sales, and training meetings, ensuring all departments have accurate and timely event information. Complete event follow-through: Document event notes, communicate outstanding items, and recommend improvements to the planning process and guest experience. What We’re Looking For Previous experience in wedding coordination, venue coordination, or hospitality event management. Experience independently coordinating weddings and managing multiple events at different planning stages. Strong digital skills, including confidence using CRM and event management software, shared documents, spreadsheets, calendars, and communication tools. Experience with Releventful is an asset. Excellent organization, attention to detail, and follow-through. A warm, personable manner and the confidence to lead client meetings and conduct engaging wedding tours. A collaborative mindset and the ability to build strong working relationships across departments. A positive attitude, accountability, and a willingness to pitch in, with an approach that reflects Trail Hub’s commitment to hospitality, community, and teamwork. Sound judgment and the ability to remain calm and resourceful under pressure. Availability for a full-time schedule, generally 35–44 hours per week, with flexibility for evenings, weekends, and holidays according to the wedding and tour calendar. Why Join Trail Hub? Work in a scenic, trailside environment surrounded by nature. Be part of a passionate team helping couples create meaningful celebrations. Take ownership of your wedding portfolio with support from the Venue Director. Grow your skills in wedding planning, hospitality, and event operations. Enjoy discounted food, beverages, and recreation activities in accordance with our staff policies. How to Apply If you’re a proactive, personable, and guest-focused professional who loves bringing wedding details together, we’d love to hear from you. Please send your resume and a brief cover letter to celebrate@thetrailhub.ca with the subject line: “Venue Coordinator Application – Your Name.”

What you’ll do

Coordinate a portfolio of 30–50 weddings annually, guiding couples through planning, conducting venue tours, and leading wedding-day logistics. Maintain event records and timelines, coordinate vendors and internal teams, ensure venue readiness, and complete post-event follow-up.

Requirements

Candidates should have experience in wedding or venue coordination, hospitality event management, and independently managing multiple events at different planning stages. Strong digital and organizational skills, confident client-facing communication, cross-department collaboration, sound judgment, and flexibility for evenings, weekends, and holidays are required; Releventful experience is an asset.

Benefits

• Discounted Food And Beverages
• Discounted Recreation Activities
• Event Service Fee Pool Participation

Listed skills

• Vendor Coordination · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Wedding Coordination
• Event Management
• Client Communication
• Wedding Tours
• Vendor Coordination
• Timeline Management
• Digital Recordkeeping
• CRM Software
• Event Management Software
• Releventful
• Banquet Event Orders
• Floor Plan Preparation
• Cross-Department Collaboration
• Attention To Detail
• Problem-Solving Under Pressure
• Hospitality

Job areas

• Hospitality
• Management & Leadership
• Customer Service & Support
• Food & Beverage

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