Event Coordinator

Berkeley Scott; Troon; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading hotel in South Ayrshire is seeking an Event Coordinator to support the Events Manager in creating five-star events. The role involves planning, executing, and ensuring guest satisfaction while coordinating closely with the Hotel Operations Team. Candidates should possess strong organizational and communication skills, with a minimum of 1-2 years’ experience in event planning, ideally in a hotel context.

Benefits

Employee discounts on rooms, F&B, and Spa

Tips shared within the team

Competitive salary with monthly tips

Discounted rates for staff, friends, and family

Staff meals provided during shifts

Quarterly Employee of the Month awards

50% discount on food at hotel restaurants

Team outings throughout the year

Qualifications

• 1-2 years’ experience in event planning, preferably hotel or wedding background.
• Outstanding communication skills; excellent command of English.
• Strong organizational and time management skills.

Responsibilities

• Planning and executing events to a five-star standard.
• Communicating with clients and creating detailed internal event plans.
• Booking event spaces and maintaining event calendar.

Skills

Communication

Organization

Creativity

Attention to detail

Education

Degree in Events Management or equivalent

Tools

MS Office

ResDiary

Monday.com

PMS system (Clock)

Job description

Event Co-ordinator – 5 star hotel – South Ayrshire

• Tips shared within the team
• Staff accommodation available
• Discounted hotel, F&B and spa rates
• Quality hotel with great opportunities and lots of training

The Event Coordinator supports the Events Manager and Operations Team in creating and delivering year-round experiences. The role involves planning and executing events to a five-star standard, ensuring guest satisfaction from arrival to departure. The coordinator will align with departmental goals, uphold performance standards, and comply with workplace legislation and standards.

Key Responsibilities

1. Communicating with clients via phone, email, Zoom, and in-person to plan small events from confirmation to post-event follow-up.
2. Conducting site visits and planning meetings for small events.
3. Collaborating with the Events Manager to ensure seamless event execution.
4. Coordinating small and micro weddings up to guest seating for the wedding breakfast.
5. Working closely with the Hotel Operations Team during event planning.
6. Creating detailed internal event plans capturing all guest requirements.
7. Accurately recording all client discussions and agreements in planning documents.
8. Suggesting and upselling activities and experiences to enhance guest stays.
9. Booking event spaces, activities, and experiences using internal systems such as ResDiary, Monday.com, and Checkfront.
10. Updating rooming lists and notes in the PMS system (Clock).
11. Maintaining the event calendar and availability for reservations.
12. Supporting reservations by processing bookings and cancellations efficiently.
13. Building strong relationships with event suppliers.
14. Presenting small events at weekly management meetings.

Requirements

• Proven experience in event planning or administrative roles; hotel experience is advantageous.
• Proficiency in MS Office.
• Outstanding communication skills.
• Excellent command of English, both verbal and written.
• Experience in event operation and delivery.
• Strong organizational and time management skills.
• Creativity and initiative.
• Attention to detail.

Qualifications and Experience

• Minimum 1-2 years’ experience in event planning, preferably from a hotel or wedding background, or a degree in Events Management or equivalent.

Hotel Perks

• Employee discounts on rooms, F&B, and Spa.
• Competitive salary with monthly tips shared among team members.
• Discounted rates for staff, friends, and family.
• Staff meals provided during shifts.
• Quarterly Employee of the Month awards, including a 2-night hotel stay and £500 food & beverage credit.
• 50% discount on food at hotel restaurants.
• Team outings and activities throughout the year.

Kellan Group is committed to equal opportunities and operates as an employment agency and business. Visit our websites for a wide range of vacancies.