Events & Guest Experience Coordinator for Retreats

Catering; Ryedale; 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

Historic Houses and Yorkshire Greats</

Employee Assistance programme

Retail savings platform

50% discount on fitness centre

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 enquiry to completion, ensuring every booking runs smoothly and guests have a great experience.

With a focus on detailed coordination, you will handle quotes, contracts, deposits, and timelines, coordinating with venues, catering, transport, and AV providers while maintaining CRM records and

Qualifications

• GCSEs (or equivalent) including English and Maths.
• 2 years 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.
• Customer-service oriented with a problem-solving mindset.

Responsibilities

• Deliver excellent guest service for event bookings.
• Capture enquiries, securing 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)

Skills

Excellent communication

Organisation & multi-tasking

Customer service orientation

Problem-solving mindset

MS Office proficiency

Education

GCSEs including English and Maths

Tools

Excel

Word

Outlook

CRM software

Job description

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 enquiry to completion, ensuring every booking runs smoothly and guests have a great experience.

With a focus on detailed coordination, you will handle quotes, contracts, deposits, and timelines, coordinating with venues, catering, transport, and AV providers while maintaining CRM records and