Swinton Estate
Sales and Events
Part time
Permanent
Wedding and Events Co-Ordinator
Part time- 30 hours including weekends
Up to £13.50 per hour plus Tronc
About Swinton Estate: Swinton Estate is a 20,000-acre estate in the Yorkshire Dales, home to Swinton Park Hotel, Country Club, Cookery School, Swinton Bivouac, and various rural pursuits. We pride ourselves on delivering exceptional service and creating unforgettable experiences for our guests.
Job Purpose: To coordinate all group events, including but not limited to corporate events, group leisure and celebration events, corporate Cookery School, weddings, shooting parties, Bivouac events, and any other group event or inquiry, ensuring all clients are consistently dealt with in a professional, courteous, and timely manner.
Key Responsibilities:
* You will be the first point of contact for incoming enquiries via phone, email and online platforms and will need to respond within 24 hours providing information and sending quotes, contracts, and invoices using our Events Management System. Working with the Head of Sales to maximise conversion including catering upsells and additional activities.
* Conduct site visits with clients, showcasing our venue and being able to share the uniqueness of hosting their event at the Swinton Estate.
* Develop and maintain strong client relationships to ensure successful event delivery and customer satisfaction.
* Ensure correct terms are issued to clients, deposits are received, and efficient billing is carried out in accordance with company policy.
* Manage the venue's booking system, ensuring all events are properly scheduled, confirmed, and tracked. Produce the weekly function sheet and communicate business on the books to the wider Estate team.
* Support the coordination of special event packages such as Christmas and New Year, ensuring full payments are received in advance and activities are booked.
Team Responsibilities:
* Maintain regular and effective communication within your department and wider employee relationships within the Hotel, Bivouac, and the wider Estate to ensure the smooth running of all events, attending briefing sessions and departmental meetings when required.
* Have flexible working hours to meet client expectations and business requirements.
* Attend training and development courses as required.
* Carry out any other duties and responsibilities as assigned by the Management Team.
Quality Focused:
* Manage the wedding, banquet, corporate, shooting, and group elements of the sales office from enquiry to event to maximize sales opportunities and deliver consistently high levels of service.
* Maintain accurate and accessible client and booking information with function sheets and function folders in place.
* Keep the reservations and conference & banqueting diaries accurately and up to date by conducting six-weekly audits to ensure all booking information, diaries, and systems are fully up-to-date.
* Display a pleasant manner and positive attitude at all times, promoting an exceptional company image to guests and colleagues.
* Courteously interact and answer all facility-related questions with clients/bookers.
* Liaise with other departments when necessary to ensure seamless guest experiences.
* Positively deal with and learn from customer complaints and comments concerning The Estate, communicating improvement ideas as required.
* Ensure all VIPs are highlighted and necessary arrangements made.
Health & Safety:
* Maintain a high standard of appearance at all times (adhering to Swinton grooming standards) as you will frequently be required to meet clients and attend exhibitions.
* Adhere to departmental emergency and safety procedures.
* Report any potential and real hazards appropriately and immediately.
* Work in a safe manner that does not harm or injure yourself or others.
* Maintain your working area, keeping materials and products clean, tidy, and in a safe and sanitary condition, and report any defective materials and equipment.
Requirements:
* Self-starter with the ability to work independently and prioritise.
* Proven experience as an Event Coordinator including weddings.
* Excellent organizational and multitasking skills.
* Strong communication and negotiation abilities.
* Proficiency in MS Office.
* Ability to handle stress and remain calm under pressure.
* Problem-solving skills.
* Previous experience with Rezlynx or similar PMS system preferred.
Benefits:
* Competitive salary based on experience.
* Meals on duty.
* Discounts on hotel services and facilities.
* Uniform provided where required.
* Opportunities for personal development and career progression.
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