Event Coordinator

Ampleforth Abbey; Ryedale; On-site; GBP 25,000 - 31,000; Full time

Benefits offered by this job

Pension match

Christmas closure

Historic access passes

Abbey Tea Room

On-site fitness

Job summary

Ampleforth Abbey in Yorkshire is seeking an Events Coordinator to join our Guest Operations team. The role covers coordinating bookings for group tours, conferences and events, acting as the main contact for clients from enquiry to delivery in one of Yorkshire's most distinctive settings.

You will build tailored event packages, manage calendars, prepare quotes and contracts, and work with catering, transport and AV partners.

Qualifications

• At least 2 years' experience in events, hospitality or tourism.
• Excellent organisation and ability to manage multiple bookings.
• Strong written and verbal communication skills.
• Confident with customers and relationship building.
• Practical problem-solver with good IT skills (Word, Excel, Outlook).
• Experience using booking systems, calendars and CRM.
• Ability to work independently and meet deadlines.

Responsibilities

• Coordinate bookings for group tours, conferences and events.
• Respond promptly to enquiries and convert to confirmed bookings.
• Conduct personalised show-rounds for prospective clients.
• Prepare quotes, contracts, invoices and confirmations.
• Coordinate with catering, venues, transport, AV providers.
• Maintain events calendar and avoid scheduling conflicts.
• Hand over event information to operations and track payments.
• Gather post-event feedback and nurture client relationships.

Skills

Organised

People skills

Customer service

Communications

IT skills

Booking systems

CRM software

Independent worker

Tools

Microsoft Word

Excel

Outlook

CRM software

Job description

Ampleforth Abbey | Full-time | 5 days over 7

£28,000 per annum

Love events, people and making sure every detail is just right?

Ampleforth Abbey Trust is looking for an enthusiastic and organised Events Coordinator to join our Guest Operations team.

This is a fantastic opportunity for someone with experience in events, hospitality, tourism, hotel reservations or customer service who enjoys bringing plans together and making sure guests have a memorable experience.

You'll be the person who takes an event from the initial enquiry right through to the final details — working closely with clients and our internal teams to make sure everything is organised, communicated and ready to go.

And you'll be doing it in one of Yorkshire's most unique settings.

What will you be doing?

You'll be responsible for coordinating a variety of bookings, including group tours, conferences and events, acting as the main point of contact for clients throughout the booking journey.

Your role will include:

• Responding promptly and professionally to event enquiries
• Converting enquiries into confirmed bookings, contracts and deposits
• Conducting personalised show-rounds for prospective clients
• Understanding client requirements and creating tailored event packages
• Coordinating events from initial enquiry through to completion
• Managing the reservations and events inbox
• Keeping the events calendar accurate and avoiding scheduling conflicts
• Preparing quotes, contracts, invoices and booking confirmations
• Coordinating with catering, venues, transport, tour guides and AV/technology providers
• Liaising with external suppliers and vendors
• Tracking deposits, payments and outstanding balances
• Ensuring all event information is accurately handed over to our operations team
• Gathering post-event feedback and maintaining relationships with clients
• Identifying opportunities for additional services, upgrades and add-ons
• Maintaining accurate records on our booking and CRM systems

In short, you'll be the person making sure that what's been promised to the client is understood, organised and delivered.

What we’re looking for

We're looking for someone who is organised, personable and commercially aware, with a genuine passion for providing excellent customer service.

You should have:

• At least 2 years' experience in events, hospitality, tourism or a related environment
• Excellent organisational skills and the ability to manage several bookings at different stages
• Strong written and verbal communication skills
• Confidence dealing with customers and building professional relationships
• A practical, problem-solver approach
• Good IT skills, particularly Microsoft Word, Excel and Outlook
• Experience using booking systems, CRM software, spreadsheets and calendars
• The ability to work independently, prioritise your workload and meet deadlines

We're more interested in your ability to organise, communicate and deliver great customer experiences than a particular qualification.

If you've worked in a hotel, wedding venue, conference centre, visitor attraction, tourism business or events environment, your experience could transfer particularly well to this role.

Why work at Ampleforth Abbey?

This isn't your typical events job.

You'll be working in the beautiful Howardian Hills, alongside the UK's largest Benedictine monastic community, in a setting that welcomes thousands of visitors every year.

You'll also become part of Ampleforth Abbey Trust, a registered charity working alongside the monastic community and a team of around 60 lay staff.

And we believe our benefits make working here even more rewarding:

• Up to 8% employer-matched pension
• We'll match your pension contributions up to 8%.
• Enjoy our Christmas closure as part of your employment with us.
• Borrow passes for Historic Houses and Yorkshire Great Houses, Castles and Gardens.
• At the Abbey Tea Room and Abbey Shop.
• On the fitness suite, swimming and other activities at St Albans Centre.

Could this be your next move?

Pare you’re an experienced Events Coordinator looking for a new challenge.

Pare you’re working in hotel reservations, wedding planning, conference & banqueting, venue sales, tourism or visitor attractions and want to broaden your experience.

Or maybe you're someone who simply loves organising, dealing with people and making things happen.

If you're professional, organised and enjoy creating great experiences for guests, we'd love to hear from you.

Own transport is required due to our rural location.

Come and be part of something different.

Working at Ampleforth means becoming part of a unique community, in an exceptional setting, where hospitality and service are at the heart of what we do.