Roseville Estate

: Director of Coordination

Department: Events & Coordination

Reports To: General Manager

Location: Roseville Estate, Cambridge, Ontario

Position Type: Full-Time, Management

Position Overview The Director of Coordination is responsible for leading, managing, and overseeing all event coordination operations at Roseville Estate. This role ensures that every wedding and private event is executed seamlessly, from the initial client handoff through the final moments of the event.

As a senior member of the management team, the Director of Coordination establishes and maintains the highest standards of organization, communication, professionalism, and guest experience. They lead the coordination team, develop efficient operational systems, oversee wedding timelines and logistics, and ensure that every couple receives the personalized, exceptional service expected of a luxury wedding venue.

The ideal candidate is an experienced hospitality professional with strong leadership abilities, exceptional attention to detail, and a passion for creating memorable wedding experiences.

Key Responsibilities

1. Leadership & Team Management

- Lead, supervise, and develop the wedding coordination team, including senior coordinators, coordinators, and event support staff.
- Establish clear roles, responsibilities, performance expectations, and service standards for the coordination department.
- Develop staff schedules and allocate coordination resources according to the event calendar and operational requirements.
- Conduct regular team meetings, training sessions, performance reviews, and coaching.
- Foster a positive, professional, accountable, and collaborative team environment.
- Support the recruitment, onboarding, and training of new coordination team members.
- Ensure adequate staffing and leadership coverage for all scheduled events.

2. Wedding & Event Operations

- Oversee the planning and execution of all weddings, corporate functions, and private events hosted at Roseville Estate.
- Ensure each event is properly organized, documented, and communicated to the relevant departments before event day.
- Review and approve event timelines, floor plans, ceremony details, vendor arrangements, and special requests.
- Ensure seamless coordination between the sales, kitchen, food and beverage, maintenance, and management teams.
- Establish consistent procedures for event handoffs, final client meetings, event preparation, and post-event follow-up.
- Monitor event execution and resolve operational challenges promptly and professionally.
- Conduct event walkthroughs and ensure the venue is properly prepared for each function.
- Maintain contingency plans for weather changes, vendor delays, schedule adjustments, and other unexpected circumstances.

3. Client Experience & Relationship Management

- Oversee the client experience from the coordination handoff through the completion of the event.
- Ensure couples receive timely, clear, and professional communication throughout the coordination process.
- Support coordinators in managing client expectations, special requests, and sensitive situations.
- Handle escalated client concerns and resolve issues in a manner consistent with Roseville Estate's service standards.




- Ensure each wedding reflects the couple's vision while remaining within the agreed-upon package, contract, and operational guidelines.
- Maintain a personalized, welcoming, and detail-oriented experience that reinforces Roseville Estate's luxury positioning.
- Monitor client feedback, reviews, and recurring concerns to identify opportunities for improvement.

4. Systems, Procedures & Quality Control

- Develop, implement, and maintain standardized coordination procedures, checklists, templates, and event documentation.
- Ensure accurate and up-to-date event information is maintained in the venue's booking, planning, and operational systems.
- Create consistent standards for client meetings, rehearsal coordination, ceremony execution, reception transitions, and event closeout.
- Review event files to ensure all critical information is complete and accessible to the appropriate departments.
- Ensures the venue’s organization and cleanliness are appropriate for a luxury venue and facilitates processes to maintain those standards.
- Identify operational inefficiencies and implement solutions to improve productivity and service quality.
- Maintain and update coordination manuals, training materials, and standard operating procedures.
- Ensure all coordination activities comply with venue policies, applicable health and safety requirements, and established operational guidelines.

5. Interdepartmental Communication

- Serve as the primary coordination department leader and liaison between sales, kitchen, food and beverage, maintenance, and senior management.
- Ensure all departments receive accurate and timely event information, including guest counts, dietary requirements, floor plans, schedules, and special arrangements.
- Participate in management meetings and contribute to operational planning.
- Communicate changes to event details promptly and ensure all relevant staff understand their responsibilities.
- Work collaboratively with the General Manager and Sales Director to ensure a smooth transition from booking to event execution.
- Identify and address recurring communication issues between departments.

6. Budgeting & Departmental Performance

- Assist management in developing and maintaining the coordination department's labour budget.
- Manage coordinator scheduling and staffing levels to ensure efficient use of labour without compromising service quality.
- Monitor overtime, staffing requirements, and departmental resource allocation.
- Track key performance indicators, including client satisfaction, event execution, coordination workload, and service issues.
- Identify opportunities to improve efficiency, reduce unnecessary costs, and increase departmental productivity.
- Provide regular updates to senior management regarding staffing, operational challenges, team performance, and improvement initiatives.

7. Event-Day Leadership

- Provide leadership and support during weddings and major events as required.
- Ensure coordinators are prepared, professional,



and equipped to manage their assigned events.
- Oversee the execution of ceremony schedules, reception transitions, vendor arrivals, and other critical event milestones.
- Act as an escalation point for significant client concerns, scheduling conflicts, and operational issues.
- Ensure appropriate communication between coordination, service, kitchen, and management teams throughout each event.
- Conduct post-event reviews when necessary and implement corrective measures to prevent recurring issues.

Qualifications & Experience

- Minimum of 3–5 years of experience in wedding coordination, event management, or luxury hospitality.
- Previous supervisory or management experience leading an event coordination team.
- Demonstrated ability to manage multiple weddings and events simultaneously.
- Strong knowledge of wedding timelines, ceremony logistics, reception execution, vendor management, and client communication.
- Exceptional organizational, time-management, and problem-solving skills.
- Strong written and verbal communication skills.
- Proven ability to lead teams, manage competing priorities, and remain composed under pressure.
- Experience developing operational procedures, training materials, and staff performance standards.
- Proficiency with event management software, scheduling tools, and standard office applications.
- Flexibility to work evenings, weekends, and holidays according to the wedding and event schedule.

Core Competencies

- Leadership and accountability
- Exceptional attention to detail
- Client relationship management
- Professional communication
- Operational planning and execution
- Conflict resolution and decision-making
- Team development and performance management
- Adaptability in a quick-paced hospitality environment
- Commitment to luxury service standards

Performance Expectations The Director of Coordination will be evaluated based on the following areas:

- Client satisfaction: Consistently positive client feedback and a high standard of personalized service.
- Event execution: Weddings and events are delivered according to approved timelines, contracts, and venue standards.
- Team performance: Coordinators demonstrate professionalism, reliability, accountability, and consistent execution.
- Operational efficiency: Event documentation, staff scheduling, and interdepartmental communication are accurate and timely.
- Issue resolution: Client concerns and operational problems are handled promptly and effectively.
- Labour management: Departmental staffing and scheduling remain aligned with approved budgets and event requirements.
- Continuous improvement: Procedures and systems are regularly reviewed and improved.

Overall Objective The Director of Coordination is responsible for ensuring that Roseville Estate delivers a consistently exceptional wedding experience through strong team leadership, detailed event planning, and flawless operational execution. This position allows ownership and senior management to focus on the broader growth and performance of the business while ensuring the coordination department operates efficiently, professionally, and independently.

Pay: From $60,000.00 per year

Benefits

- Dental care
- Disability insurance
- On-site parking

Work Location: In person

📌 Director of Coordination / Wedding Coordinator (Cambridge)
🏢 Roseville Estate
📍 Cambridge