Position Description
Position Title: Lead Wedding & Event Planner & Coordinator
Employment Type: Part-Time (15–20 hours per week)
Location: Brunswick, Melbourne, VIC
Position Purpose
The Lead Wedding & Event Planner & Coordinator is the operational lead within our planning team, responsible for guiding couples through every stage of their wedding journey—from their first enquiry through to the successful delivery of their wedding day.
This role is centred around exceptional client service, detailed planning, seamless coordination and proactive communication. You'll build trusted relationships with our couples, venues and suppliers, ensuring every detail is thoughtfully planned and professionally managed.
Working alongside our Lead Wedding & Stationery Designer / Stylist, you'll form a collaborative partnership that blends creative vision with flawless planning and logistics. While the Designer leads the styling and visual direction, you'll take ownership of the planning, coordination, timelines, supplier management, budgets, logistics and overall client experience, ensuring every wedding is delivered with confidence and care.
We're looking for someone who thrives on organisation, loves building relationships, remains calm under pressure and has an exceptional eye for detail. You'll take pride in anticipating challenges before they arise, creating seamless experiences and delivering weddings that exceed expectations.
If you're passionate about creating extraordinary weddings, genuinely care about people and love bringing complex plans together with ease, we'd love to hear from you.
From the initial consultation through to the final farewell on the wedding day, you'll be the trusted guide who ensures every celebration runs effortlessly.
Key Responsibilities
1. Client Relationship Management
- Act as the primary point of contact for couples throughout their wedding planning journey.
- Build trusted relationships through exceptional communication, responsiveness and service.
- Conduct discovery meetings, planning consultations, venue visits and final planning
meetings.
- Guide couples through every stage of the planning process, providing expert advice,
reassurance and recommendations.
- Manage client expectations while ensuring every detail reflects their vision and priorities.
Deliver an outstanding client experience that reflects The Small Things Co's reputation
for personalised service.
2. Wedding Planning & Coordination
- Lead the end-to-end planning and coordination of weddings and events.
- Develop and manage detailed planning timelines, run sheets and event documentation.
- Coordinate supplier bookings, logistics, venue requirements and event schedules.
- Liaise with venues and suppliers to confirm all event details and requirements.
- Monitor planning milestones and proactively manage deadlines.
-Identify potential challenges early and implement practical solutions.
- Maintain accurate project documentation and planning systems.
3. Supplier & Venue Management
- Build and nurture strong relationships with trusted venues and industry suppliers.
- Source and recommend suppliers aligned with each couple's vision, budget and
priorities.
- Coordinate supplier communication, schedules, deliveries and event logistics.
- Ensure all suppliers receive accurate timelines, floor plans and event documentation.
- Represent The Small Things Co. professionally within the wedding industry.
4. Wedding Day Coordination
- Lead the operational delivery of weddings and events.
- Be the primary point of contact for couples, venues and suppliers on the wedding day.
- Manage ceremony and reception timelines to ensure events run seamlessly.
- Coordinate supplier arrivals, guest flow, transport and venue logistics.
- Resolve unexpected issues calmly, professionally and discreetly.
- Work alongside the Lead Wedding & Stationery Designer / Stylist to ensure the
creative vision and event logistics come together seamlessly.
- Oversee bump out and post-event logistics where required.
5. Business Development & Leadership
- Deliver exceptional client experiences that reflect The Small Things Co's values and
reputation.
- Contribute ideas to improve planning systems, workflows and client touchpoints.
- Build and maintain strong industry relationships with venues and suppliers.
- Support business development through networking opportunities and industry events.
- Work collaboratively with the Creative Director to continually elevate the client
experience and operational excellence of the business.
Working Conditions
- Part-time position, averaging 15–20 hours per week.
- Based at our Brunswick studio with flexible hybrid working arrangements by agreement.
- Enjoy flexible work arrangements designed to support a healthy work-life balance, with
hours scheduled around client meetings, planning work and event commitments.
- Our wedding season naturally fluctuates throughout the year. During peak periods,
additional hours may be required to support weddings and events. We've implemented a
Time in Lieu (TOIL) system to recognise this, allowing extra hours worked during busy
periods to be taken back during our quieter winter season. This approach provides
greater stability, flexibility and a sustainable work-life balance across the year.
- Regular weekend and occasional evening work is required during peak wedding periods.
- On-site work at wedding venues throughout Melbourne and surrounding areas.
- Some lifting, moving event materials and physical event setup may be required.
Organisational Relationships
- Reports to the Creative Director (based in Brisbane, Queensland).
- Works in close partnership with the Lead Wedding & Stationery Designer / Stylist to
deliver exceptional weddings and events.
- Collaborates with the styling, hire and operations teams to ensure seamless event
delivery.
- Liaises with clients, venues, florists, photographers, entertainers, celebrants, caterers
and other wedding suppliers.
- Represents The Small Things Co. professionally at client meetings, venue visits and on
wedding days.
Why You'll Love Working With Us
- At The Small Things Co., we believe the best work happens when talented people are trusted, supported and inspired. This is more than a planning role, it's an opportunity to create unforgettable experiences while helping shape one of Melbourne's leading wedding styling and planning businesses.
Here's what you can look forward to:
Meaningful work – Guide couples through one of the most important milestones of their lives while creating unforgettable wedding experiences.
Autonomy and trust – Take ownership of your weddings while being supported by an experienced and collaborative leadership team.
A collaborative team – Work alongside our Creative Director and Lead Wedding & Stationery Designer / Stylist in an environment where ideas, teamwork and excellence are genuinely valued.
Variety every week – No two weddings or clients are the same. You'll enjoy a diverse mix of client meetings, venue visits, planning, coordination and wedding day management.
Flexible work arrangements – Enjoy a hybrid work environment, flexible scheduling and a Time in Lieu (TOIL) system that supports work-life balance throughout our seasonal wedding calendar.
Professional growth – We encourage continuous learning, innovation and personal development while giving you opportunities to shape systems, processes and the client experience.
A beautiful creative environment – Work from our Brunswick studio surrounded by inspiring projects and a passionate team dedicated to creating extraordinary celebrations.
Celebrate the little things – Join a business that believes the smallest details create the biggest impact and takes pride in delivering thoughtful, refined and unforgettable weddings
About You
We're looking for someone who is passionate about creating exceptional client experiences and takes pride in delivering beautifully organised, seamless weddings. You're a natural relationship builder, thrive in a fast-paced environment and love bringing together all the moving parts that make a wedding unforgettable.
Essential Requirements
- Previous experience in wedding planning, event coordination, hospitality, luxury events or project management.
- Outstanding client relationship and communication skills with the ability to build trust and confidence with couples.
- Exceptional organisational and time management skills with the ability to manage multiple weddings and competing priorities.
- Strong problem-solving skills and the ability to remain calm and professional under pressure.
- Experience coordinating venues, suppliers, timelines and event logistics.
- Exceptional attention to detail with a commitment to quality and excellence.
- Excellent written and verbal communication skills.
- Strong proficiency in Microsoft Office, Google Workspace and event management software.
- Confidence working independently while collaborating effectively within a team.
- A flexible schedule, including availability to work weekends and occasional evenings to support weddings and events.
- Ability to safely lift, carry and move event materials as required during event setup and pack down.
- A current Victorian Driver Licence.
You'll Thrive in This Role If You...
- You're passionate about creating meaningful wedding and event experiences.
- You love building genuine relationships with clients, venues and suppliers.
- You're highly organised and enjoy creating order from complexity.
- You're proactive, adaptable and always thinking two steps ahead.
- You communicate with warmth, confidence and professionalism.
- You're a perfectionist at heart and believe the smallest details create the biggest impact.
- You enjoy working collaboratively in a supportive team where trust, creativity and excellence are celebrated.
How to Apply
If you're excited by the opportunity to help create unforgettable wedding experiences and be part of a collaborative team delivering exceptional celebrations, we'd love to hear from you.
Please submit your cover letter, CV, and any relevant examples of your work or experience (such as event portfolios, planning documents, styled shoots, client testimonials or project examples) to:
Paula Christie
Pay: $30.00 – $36.00 per hour
Work Location: In person
