Events Coordinator

TipTopJob; Malton; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Up to 8 employer-matched pension

Life assurance

Free lunch during working hours

Free on-site parking

20% discount at Tea room and AbbeyShop

Houses and Gardens passes

Job summary

Ampleforth Abbey is seeking an organised Events Coordinator to manage bookings and logistics for group tours, conferences, and events. You will be the main contact from initial enquiry through to completion, ensuring every booking runs smoothly and guests have a great experience.

Role requires 2 years in events coordination, excellent communication, and proficient use of MS Office and CRM systems. Based at Ampleforth and offering full-time hours with on-site parking and other benefits.

Qualifications

• GCSEs including English and Maths are required.
• Minimum 2 years in events coordination, hospitality, tourism or related field.
• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office and CRM software.
• Customer-service oriented with problem-solving mindset.

Responsibilities

• Coordinate bookings from enquiry to completion with clear contracts and deposits.
• Manage reservations inbox and respond promptly while prioritising workload.
• Organise events end-to-end and hand over requirements to operations.
• Coordinate with venues, catering, transport, guides, AV/tech providers.
• Prepare quotes, contracts, invoices, and confirmations.
• Track deposits, payments and outstanding balances.
• Maintain booking/CRM records and seek upsell opportunities.
• Support marketing with add-ons and upgrades.

Skills

Excellent communication

Strong organisation

Customer service

Microsoft Office

CRM software

Booking management

Education

GCSEs including English and Maths

Tools

Booking/CRM software

Microsoft Excel

Calendar tools

Job description

Salary: A GBP 27,000

Hours: Full:time 5 over 7

Based at Ampleforth Abbey, Ampleforth YO62 4EN

About Ampleforth Abbey

Ampleforth Abbey is home to the UKs largest Benedictine monastic community, rooted in the Rule of St Benedict. Our mission is to seek God through prayer and service, and to invite others to experience faith in action.

Located in the Howardian Hills near York, the Abbey sits within an Area of Outstanding Natural Beauty and welcomes thousands of visitors each year to its Retreat Centre, Visitor Centre, Shop and Tea Room.

Ampleforth Abbey Trust, a registered charity, works alongside the monastic community to support this mission. With around 60 lay staff, the Trust delivers on a five:year strategy, choosing a Future Together, to ensure a sustainable, faith:led future for the Abbey and its valley home.

Were looking for an organised, detail:oriented Events Coordinator to manage bookings and logistics for group tours, conferences, and events. Youll be the main point of contact for clients from initial enquiry through to event completion, ensuring every booking runs smoothly and every guest has a great experience.

Key Responsibilities

• Deliver fantastic guest service as a coordinator for event bookings, providing a consistently excellent level of guest service.
• Capture event enquiries, securing all enquiries with relevant contracts and deposits, delivering personalised show arounds, and being the point of contact for guests
• Manage the reservations and events inbox with efficiency and attention to detail, prioritising enquiries to deliver prompt, professional responses while effectively managing own time and workload
• Organise and coordinate events from start to finish before handing over event requirements to our operations team to deliver the experience
• Coordinate scheduling, availability, and logistics with internal teams (venues, catering, transport, tour guides, AV/tech providers)
• Prepare and send quotes, contracts, invoices, and confirmations to clients
• Manage the events calendar and prevent double:bookings or scheduling conflicts
• Liaise with clients to understand requirements and tailor packages accordingly
• Coordinate with vendors and suppliers to secure services and negotiate rates
• Track deposits, payments, and outstanding balances
• Collect post:event feedback and maintain client relationships for repeat business
• Maintain accurate records in the booking/CRM system
• Support marketing efforts by identifying upsell opportunities (add:ons, upgrades, extended tours)

We are looking for someone who has;

• GCSEs (or equivalent) including English and Maths.
• Own transport required : located Ampleforth
• 2 years previous experience in events coordination, hospitality, tourism or a related field.
• Strong organisational skills with the ability to manage multiple bookings simultaneously.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Comfortable using booking/CRM software, spreadsheets, and calendar tools
• Customer:service oriented with a problem:solving mindset

What we offer

• Up to 8 employer:matched pension
• Life assurance
• Free lunch during working hours
• Free on:site parking
• 20 discount at the Tea room and Abbey Shop
• Historic Houses and Yorkshire Great Houses, Castles and Gardens passes to borrow
• Employee Assistance programme
• Retail savings platform
• 50 discount on fitness suite, swimming and other activities at St Albans Centre

Ampleforth Abbey Trust is committed to the highest standards of safeguarding. All appointments are subject to a DBS check and satisfactory references.

If you enjoy working in a friendly, peaceful atmosphere, meeting new people, being part of a hardworking team, Ampleforth Abbey is perfect for you