Wedding & Event Planner – 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 experienced Wedding & Event Planner to join our team, planning weddings and events across our premium event spaces within the Hubert Estate precinct.

If you have a passion for creating seamless, high-end experiences and thrive in a fast-paced, detail-oriented 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 property includes:

- Harriett – a sophisticated event space for up to 220 guests, perfect for weddings and celebrations
- Quarters – a 200-seat à la carte restaurant
- Cellar Door – showcasing premium wines and a curated wine store
- Gallery of Art – an Indigenous Art Gallery overlooking the amphitheatre and picturesque vineyards
- Outdoor Amphitheatre – a unique setting for wedding ceremonies and special events

About the Role

As our Wedding & Event Planner, you will be responsible for managing the planning journey for weddings and events from the time a client confirms their booking until the final handover to our Operations Team.

Our dedicated Sales Team manages enquiries, client communications, venue tours and event documentation through to event confirmation. Once a booking is secured, the client is introduced to our Planning Team, where you'll become their primary point of contact for the remainder of the planning process.

You’ll guide clients through planning meetings, menu tastings, event timelines and final event documentation,



while answering questions and identifying opportunities to enhance their event through food, beverage and event upgrades.

In the week leading up to the event, you’ll complete a comprehensive handover to our Operations Team. They will meet with the client prior to the event before taking ownership of delivering the event from start to finish on the day.

Working closely with our Sales Manager and Operations Team, you’ll play a key role in ensuring a seamless transition between Sales, Planning and Operations, ensuring every event is professionally planned, organised and delivered to the high standard Hubert Estate is known for.

Key Responsibilities

Event Planning & Client Coordination

- Take ownership of event planning once the booking has been confirmed by the Sales Team.
- Host detailed planning meetings with clients to finalise all event details, ensuring plans align with operational capabilities and standards.
- Conduct venue 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 event documentation is accurate and complete to support a seamless handover to the Operations Team.
- Ensure all events adhere to established brand guidelines, processes and service standards.





Administration & Operational Planning

- Accurately maintain event files and documentation within Tripleseat.
- Liaise with internal teams, including Sales, Front of House and Kitchen, to communicate planning updates and ensure readiness for upcoming events.
- Attend weekly operational meetings to provide clear event briefings and handovers.
- Work with Finance to ensure invoicing, payment tracking and reconciliations are completed accurately and on time.
- Support the delivery of in-house and special events where required.
- Ensure all planning, documentation and client communication reflect Hubert Estate's brand standards.
- Contribute to structured planning processes and continuous improvement.
- Maintain exceptional attention to detail across all planning activities.

About You

You are an experienced event planner who thrives on organisation, attention to detail and delivering exceptional client experiences. You’re proactive, team-oriented and passionate about hospitality and events.

You’ll bring:

- Proven experience planning weddings and events.
- Excellent communication and interpersonal skills.
- Strong organisational and time management abilities.
- Exceptional attention to detail.
- Experience with event booking software (Tripleseat or a similar CRM is highly regarded).
- A collaborative, adaptable and solutions-focused approach.

Why Join Hubert Estate?

- Work at one of the Yarra Valley's premier hospitality destinations.
- Join a passionate, supportive and growing team.
- Help create unforgettable milestone moments for our clients.
- Gain exposure to a diverse range of premium events and clientele.
- Enjoy genuine career growth opportunities as Hubert Estate continues to expand.

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📌 Wedding & Event Planner - Hubert Estate (Melbourne)
🏢 Hubert Estate
📍 Melbourne