Stones of the Yarra Valley – Coldstream VIC

Stones of the Yarra Valley is one of Australia’s leading wedding venues, set among century-old oak trees, vineyards, and mountain views. Our beautifully restored Barn, Stables, Dairy, and Chapel create an unforgettable setting for premium weddings and events.

Our Venues

The Barn, a large-scale dining and event space hosting weddings for up to 200 guests

The Stables at Stones, an intimate heritage venue for 40 to 63 guests

ABOUT THE ROLE

The Wedding Administrator is responsible for supporting our couples throughout the planning and administrative journey, ensuring important details, documentation and logistics are organised and communicated effectively.

This is a client-facing role suited to someone who is highly organised, detail-focused and enjoys working in a fast-paced environment. You will work closely with couples, suppliers and our internal teams to ensure each wedding is well planned and ready for seamless delivery.

Key Responsibilities

- Respond to client enquiries via phone, email and in person
- Schedule client meetings and site visits, ensuring key planning milestones are tracked and met
- Prepare, manage and distribute Event Orders to kitchen, beverage and operational teams
- Coordinate wedding logistics including vendor timings, floor plans and run sheets
- Process invoices and payments accurately and in a timely manner
- Assist couples with optional event enhancements throughout the planning process
- Maintain accurate client records, documentation and event details




- Liaise with clients, suppliers and internal teams to ensure clear communication throughout the planning process
- Provide administrative and logistical support to the Wedding Coordination team
- Support the on-the-day team with event documentation and wedding logistics as required

What We’re Looking For

- 2 to 3 years experience in wedding/ event administration, event management, or a similar role, ideally within hospitality
- Proven experience in customer service and working directly with clients
- Highly organised with strong attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and meet deadlines
- Confident problem-solving skills and the ability to remain calm under pressure
- Professional and friendly approach when working with clients, suppliers and internal teams
- Proficiency in Microsoft Office and confidence using event management or CRM systems (Tripleseat preferred)
- An understanding of wedding logistics and event operations is advantageous
- Relevant qualification in Event Management or Business Administration preferred

WHY JOIN US?

This is an chance to join the Weddings team at one of Australia’s most recognised wedding venues and play an important role in creating exceptional experiences for our couples.

You will work as part of a collaborative, fast-paced team where attention to detail, communication and exceptional client experiences are at the centre of what we do.

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📌 Wedding Administrator (Melbourne)
🏢 Stones of The Yarra Valley
📍 Melbourne