Administrator

Trump Turnberry; Girvan; On-site; GBP 22,000 - 32,000; Full time

Benefits offered by this job

Subsidised staff accommodation

Meal on duty

Discounted Turnberry rates

Discounts at outlets and golf shop

Spa, gym and golf facilities access

Staff uniform provided

Employee assistance programme

Training & development opportunities

Job summary

Trump Turnberry is seeking a supportive administrator to back the Group Sales & Events Team in handling group, event and off-site functions for the Resort, including conferences, weddings, golf days, incentives and social events. You will manage detailed contracts, prepare documentation, ensure quality assurance across bookings, and coordinate with internal teams to deliver flawless service.

This role requires strong computer skills, attention to detail, and the ability to work as part of a

Qualifications

• Must possess computer skills including proficient use of Microsoft Word, Excel and Gmail.
• Strong numerical, analytical and statistical skills.
• Extreme attention to detail and ability to multi-task.
• Proactive with ability to work in a team or individually.

Responsibilities

• Quality assurance and balance of group reservations and revenue fields.
• Prepare group sales proposals and booking contracts.
• Produce event stationery like menus, place cards, and table plans.
• Assist in site inspections and pre-event meetings.
• Coordinate onsite resort leisure activities and external suppliers.
• Generate daily invoice details and secure payments.
• Maintain high attention to detail across tasks.
• Present a professional image at all times.

Skills

Numerical skills

Attention to detail

Time management

Organisational skills

Proactive

Tools

Microsoft Word

Excel

Gmail

Micros

Fidelio

Opera

Job description

To offer a supportive role to the Group Sales
& Events Team in their handling of all group, event and off-site function
business for the Resort, which includes but is not limited to corporate
conferences, weddings, corporate golf days, incentives and social events.
Achieve this through strong secretarial and administrative skills with emphasis
on flawless administration and impeccable quality assurance through unequalled
strength in attention to detail. Manage high levels of written communication,
prepare detailed and accurate contractual or presentation documentation, and be
responsible for the quality assurance of all group room reservations and revenue
fields associated with each booking processed in various computerised booking
systems. Complete all tasks within agreed time frames to assist the department
in providing an accurate, efficient, and profitable luxury service.

ESSENTIAL FUNCTIONS

• Quality
  assurance checking and continual accurate balancing of numerous computer
  systems, this includes but is not limited to the quantity and revenue value of each
  bedroom type within-group room reservation blocks; accuracy and validity of
  group room rate codes; authenticity of group tee-time reservations and rates;
  and precision of group restaurant reservations.
• Compile
  accurate group sales proposals and booking contracts using Microsoft Word and
  Google Doc templates while following instructions from a Group Sales Team
  member.
• To an
  exacting standard, prepare and produce all stationery required for each event,
  this is predominantly but not limited to menus, place cards and table plans.
• Support
  the team in the preparation required to allow them to confidently carry out
  thorough and detailed client appointments such as site inspections of the full
  Resort and off-site facilities, or planning and pre-event meetings. Aid them
  with the planning and coordination required to attend trade shows to assist the
  Resort in the promotion of events and weddings.
• Administrative
  support with the booking and coordination of onsite resort leisure activities
  for each group, as well as external supplier requirements such as off-site
  excursions, coach and chauffeur transfers, florists, musicians, audiovisual
  technicians, etc.
• Use
  investigation skills to assist the Event Planners to produce daily accurate
  invoice details for their Events allowing them to review and achieve sign-off
  with the client, present the final folio on departure and secure all payments within
  company timelines.
• Ensure critically high levels of attention to detail are put to all
  tasks, processes and system maintenance performance.
• Project a pleasant, positive, professional and well-groomed image at
  all times. Lead by example.

CANDIDATE SPECIFICATION

• Must
  possess computer skills, including but not limited to proficient use of
  Microsoft Word, Excel and G-mail. Previous experience with Micros, Fidelio, Opera
  and/or Marriott Hotels Marsha systems are highly desirable.
• Must
  have strong numerical, analytical and statistical skills with the ability to
  analyse data and establish appropriate action plans essential
• Extreme
  attention to detail and ability to multi-task in a fast-paced environment are
  essential, and an interest in event sales and planning is desirable as well as excellent time management & organisational skills.
• Must be proactive and able to work within a team as well as
  individually.
• It
  would be preferable to have some flexibility
  to be able to work some weekends and holidays
• Must be willing to adhere to immaculate grooming policy and strict
  uniform standards and be highly professional in appearance, character and
  conduct at all times.
• Must be eligible to live and work within the UK.

BENEFITS:

• Subsidised staff accommodation (if required).
• Access to a meal on duty in the staff canteen.
• Turnberry Friends & Family Rooms Programme - discounted room rates at Trump Turnberry, available to you and your family.
• Discounts available at the Food & Beverage outlets and the Golf Professional Shop.
• Resort Facilities – use of the Spa, Gym and Golf facilities, including a Staff Golf Club (subject to some restrictions).
• Trump Hotels Associate and Friends & Family Rates - discounted room rates at all Trump Properties.
• Uniforms - a uniform will be provided, and items will be laundered at the Company's expense.
• Employee Assistance Programme – offering a range of Employee Assistance Help Lines.
• Ongoing training and development, first-class hospitality training & Apprenticeship programmes are available.