Events Coordinator

Ampleforth Abbey Trust; Ryedale; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Employer pension

Life assurance

Free lunch

Free on-site parking

Tea room discount

Abbey Shop discount

Historic Houses passes

Employee assistance

Retail savings platform

Fitness centre discount

Job summary

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

The role requires strong organisation, experience in events coordination, and excellent communication.

Qualifications

• GCSEs (or equivalent) including English and Maths.
• 2 years experience in events coordination, hospitality or tourism.
• Own transport required - located in Ampleforth.

Responsibilities

• Deliver guest service as the events coordinator for bookings, ensuring excellent service.
• Capture enquiries, secure contracts and deposits, provide personalised show rounds.
• Manage the reservations inbox and respond promptly while managing workload.

Skills

Organisational skills

Excellent communication

Customer service

Time management

Event coordination

Education

GCSEs including English and Maths

Tools

CRM software

Excel

Outlook

Calendar tools

Job description

Events Coordinator

Salary: £27,000

Hours: Full-time 5 over 7

Based at Ampleforth Abbey, Ampleforth YO62 4EN

About Ampleforth Abbey

Ampleforth Abbey is home to the UK's 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.

We're looking for an organised, detail-oriented Events Coordinator to manage bookings and logistics for group tours, conferences, and events. You'll 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!