Role: Wedding and Events Coordinator
Reports into: Wedding and Events Manager
Location: Ollerton, Nottinghamshire, NG22 9HQ
Contract type: Permanent, full-time
Working hours: 42.5 hours, 5 days over 7. To include evenings, weekends and bank holidays
The Pumping House is an award-winning wedding and event venue in the heart of Nottinghamshire. Renowned for our exceptional service, talented chefs, and stunning setting, we’ve built a strong reputation for delivering unforgettable events.
This is an exciting, hands-on role where you will manage both the sales and operational aspects of our weddings, events, and bar services. The ideal candidate will be energetic, confident, and able to thrive in a busy, fast-paced environment. This is a fantastic opportunity to be part of a growing and talented team.
Key Responsibilities:
* Sales & Client Management:
o Respond to event enquiries via phone and email, providing information and sending quotes, contracts, and invoices using our Events Management System.
o Conduct site visits with clients, showcasing our venue and explaining our flexible spaces, catering packages and accommodation.
o Develop and maintain strong client relationships to ensure successful event delivery and customer satisfaction.
o Upsell catering packages and additional services where appropriate to maximise event revenue.
o Manage the venue’s booking system, ensuring all events are properly scheduled, confirmed, and tracked.
* Event Operations & Delivery:
o Oversee the day-to-day operations of weddings and events, including casual staff and supplier management.
o Ensure that all event details are clearly communicated to relevant teams, with function sheets produced in a timely manner.
o Manage front-of-house and bar operations, ensuring a smooth and seamless event experience.
o Ensure that the venue is fully prepared and operational, adhering to company standards and client expectations.
* Vendor & Supplier Management:
o Build and maintain positive relationships with key suppliers, ensuring smooth event delivery and high-quality service.
o Coordinate with external suppliers to ensure all requirements are met for each event.
* Administrative Duties:
o Assist the Venue Manager with the invoicing process, ensuring all events are invoiced promptly and accurately, including deposit, balance, and commission invoices.
o Ensure compliance with licensing regulations for weddings, premises, and alcohol service.
o Conduct post-event client feedback sessions to gather testimonials and improve future services.
o Contribute to the planning and execution of promotional events and new ideas to enhance the venue's offerings.
o Regularly review third-party listings.
o Support the team in any other duties as needed to ensure the venue’s continued success.
Required Skills and Experience:
* Experience:
o Minimum 2 years of experience in Event Management, Sales, or Operations (preferably in a wedding or hospitality setting).
* Skills & Abilities:
o Exceptional communication skills, both written and verbal, with a strong telephone manner.
o Ability to multitask and manage multiple events simultaneously while maintaining attention to detail.
o Strong client-facing skills, with the ability to work with clients of all types.
o Calm, composed, and focused under pressure, with excellent problem-solving abilities.
o A flexible approach to working hours, including evenings, weekends, and bank holidays to accommodate a busy event schedule.
* Personality:
o A friendly, approachable, and genuine demeanour, with a passion for providing excellent customer service.
o Ability to work independently, taking initiative to ensure client needs are met and bookings are secured.