Weddings and Event Coordinator – Harriett at Hubert Estate
Location: Yarra Valley, VIC
Employment Type: Full-Time
Work Days: Tuesday – Saturday
Bring unforgettable events to life at one of the Yarra Valley's most iconic destinations.
We are looking for a dedicated and driven event planner to join the team at Harriett, our luxurious 200-pax wedding and events space within Hubert Estate.
If you love crafting seamless, high-end experiences and thrive in a dynamic, fast-paced environment, this role could be the perfect fit.
About Hubert Estate
Located in the heart of the Yarra Valley, Hubert Estate is a premier hospitality precinct offering world-class experiences. Our Stage One includes:
* Harriett a sophisticated event space, perfect for weddings & celebrations
* Quarters a 300-pax à la carte restaurant
* A cellar door showcasing premium wines
* Hubert Gallery of Art featuring Indigenous artworks curated by Adam Knight Art
* An outdoor amphitheater for unique events and wedding ceremonies.
About the Role
As our Wedding and Event Coordinator, you will be responsible for end-to-end event planning and client management for events held in Harriett and the Gallery of Art.
In the few months leading up to each event, you will ensure that each occasion is thoughtfully curated and planned, looking after all client contact, planning meetings and event detail forms.
You'll work closely with our sales and events team, Chefs and the event operations team to manage logistics, and provide a high-end client experience.
Key Responsibilities
Event Planning & Client Coordination
* Take ownership of event planning with clients
* Host detailed planning meetings with clients to finalise all event details, ensuring all plans align with operational capabilities and brand standards
* Conduct venue tours and walkthroughs as required during the planning phase
* Create and manage comprehensive event documentation, including run sheets, floorplans, and event orders
* Maintain clear and consistent communication with clients, providing updates, deadlines, and confirmations throughout the planning journey
* Ensure all events adhere to established brand guidelines, processes, and service standards
Administrative & Operational Planning
* Accurately maintain event files and documentation within our booking system Tripleseat
* Liaise with internal teams (FOH, BOH, and Sales) to communicate planning updates and ensure readiness for upcoming events
* Attend weekly operational meetings to provide clear briefings and handovers on upcoming events
* Work with finance to ensure all invoicing, payment tracking, and reconciliations are completed accurately and on time
* Support the execution of in-house or special events where required, working closely with relevant department
* Ensure all planning, documentation, and communication meet established brand tone, presentation standards, and service expectations
* Work within structured planning processes and templates, contributing to consistent and high-quality event delivery
* Uphold strong attention to detail and maintain rigorous quality control across all planning activities
About You
You are a high-performing planner who thrives on structure, detail, and delivering beautiful, memorable events. You're proactive, people-oriented, and passionate about the hospitality and events industry.
You will bring:
* Proven experience in planning and delivering weddings and private events
* Strong communication and interpersonal skills
* High-level organisational and time management abilities
* Familiarity with event booking software (Tripleseat ideal, but not essential)
* A collaborative, adaptable, and solutions-focused mindset
Why Join Hubert Estate?
* Work in the heart of the Yarra Valley's premier hospitality precinct
* Be part of a passionate, supportive, and growing team
* Help shape milestone moments for clients from across Australia
* Gain exposure to a diverse range of premium events and clientele
* Enjoy career growth opportunities as the precinct continues to expand
Ready to curate and deliver unforgettable events at Harriett?
We'd love to hear from you. Please submit your CV and a short cover letter outlining your experience and interest in the role.