Events Coordinator and Host

Dakota Hotels; Newcastle upon Tyne; On-site; GBP 20,000 - 26,000; Full time

Benefits offered by this job

Stay & dining discounts

Refer-a-friend bonus

Anniversary holiday

Meals on duty

Uniforms provided

Employee Assistance Program

Flexible working

CPD training

Job summary

Dakota Hotels in Newcastle upon Tyne is seeking a Reservationist and Events Coordinator to deliver outstanding guest service for event bookings and hotel reservations. You will gather enquiries, secure contracts and deposits, and provide personalised tours while coordinating with our F&B Manager and Head Chef.

You will manage the events inbox, prioritise enquiries, and ensure prompt, professional responses.

Qualifications

• Minimum two years' hospitality experience, preferably in a hotel.
• Strong administrative skills with the ability to prioritise and work at pace.
• Experience in 4* and 5* hotels is highly preferred.
• Excellent communication and people skills.
• Hands-on approach and flexible to peak times; fully computer literate.
• Knowledge of a property management system is desirable but training will be provided.

Responsibilities

• Deliver guest service as a reservationist and coordinator for event bookings, ensuring high service standards.
• Capture event enquiries, secure contracts and deposits, and provide personalised show-arounds.
• Manage reservations and events inbox with timely, professional responses and time management.
• Coordinate events from planning to delivery, liaising with F&B Manager and Head Chef.
• Upsell Dakota experiences, attend weddings, host VIP events, and contribute to marketing collateral.
• Create weekly function sheets and work with Front of House to recognise repeat guests.
• Hand over event details to operations, including pre-orders, name cards, and table plans.
• Assist Bar and Grill duties when not on events, contributing to high-quality F&B service.

Skills

Great communicator

People person

Strong administrator

Prioritisation

Computer literacy

PMS experience

Job description

PRIMARY ROLE RESPONSIBILITIES

• Deliver fantastic guest service as a reservationist and coordinator for event bookings. Provide a consistently excellent level of guest service in accordance with our service principles and values, ensuring that all guests receive special attention and recognition.
• Be responsible for capturing 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, working closely to our F&B Manager and Head Chef to arrange all event requirements.Work closely with all other departments especially F&B, effectively communicating and handing over information from planning stages to delivery.
• Always work to upsell the entire Dakota experience, including our Bar and Restaurant, and additional services. As part of the designated sales activities, attend wedding fayres, host VIP events, and provide feedback into marketing collateral in relation to events sales needs.
• Create function sheets with all the events details on a weekly basis to present at the hotel weekly operations meeting. Work closely with the Front of House Team to give recognition to our repeat guests and to tailor the guest experience.
• Be hands-on in completing the aspects of detailing for an event such as collating pre-orders for private dinners over 10, creating name cards with guest’s menu choices and hand over to the operations team, and creating a table plans for our guests.
• Actively undertake Bar and Grill Assistant duties when not working on events, contributing on the floor to the delivery of a high-quality Food and Beverage experience.

WHAT WE OFFER

In addition to being part of a culture infused with positivity and opportunity for ongoing development, tangible benefits you could enjoy when you join our team include:

FINANCIAL

• Special discounts on stays and dining at any Dakota
• Bonuses to recommend a friend to join our team and every time you are mentioned on Trip Advisor
• Additional holiday day on the first anniversary of your employment
• Meals on duty and uniforming

WELLBEING

• Access to our Employee Assistance Program which includes free private mental health support and counselling sessions, video GP consultations and private prescription services, as well as access to daily rewards to be cashed out for shopping vouchers
• Support from our inhouse Mental Health Champions
• Family-friendly flexible working options
• Participation in meaningful initiatives such as Macmillan Cancer Support Coffee Morning and the Walk for Wellbeing, Supporting causes that matter while connecting with colleagues

CAREER DEVELOPMENT

• Accredited, certified compliance training given on employment
• Access to a suite of external, certified resources via our Learning Management System
• Supportive continuous professional development culture with an annual appraisal and objectives, or a Personal Development Plan
• Opportunities to undertake both internal and external training courses, including potential for in-house Apprenticeships

Full terms on our benefits can be found in our Handbook.

APPLICANT REQUIREMENTS

The successful applicant will have/be:

• A minimum of two years working experience in a hospitality setting, preferably in a hotel environment.
• A strong administrator with the ability to prioritise and work at pace.
• Experience working in 4* and 5* hotels are strongly preferred
• Great communicator and a genuine people person
• Hands-on approach to all aspects of the role, available to work flexible shifts and present in the business during peak times
• Fully computer literate. A knowledge of a property management system is desirable however full training will be given
• An enthusiastic individual who will promote our culture of positivity.
• Be task oriented with a great pride for the work they do and attention to detail.
• Flexible with shift patterns and available around the needs of our business.
• Successful candidates must demonstrate having researched our brand and a genuine desire to be part of our team.