Meeting & Events Sales Coordinator

Cairn Group Hotel; Cardiff; On-site; GBP 21,000 - 30,000; Full time

Job summary

The Cairn Group is seeking a Reservations professional for The Angel Hotel in Cardiff to organise client meetings and events from enquiry to delivery. You will connect internal teams to deliver seamless experiences for planners, hosts and attendees while promoting the hotel’s facilities and packages.

Join a dynamic team and play a key role in ensuring outstanding guest experiences, accurate quotes, contracts and smooth operational delivery across all event stages.

Qualifications

• Ability to organise client meetings and events from enquiry to delivery.
• Provide warm welcome and ensure high level of customer service.
• Create bespoke packages and manage quotes/invoices.

Responsibilities

• Organise client meetings and events from enquiry to delivery.
• Provide warm welcomes that start the guest journey and maintain exceptional service.
• Produce quotes, contracts, and pro-forma invoices; ensure payments within agreed timeframes.

Skills

Excellent communication

Customer service

Event coordination

Sales support

Job description

Location: The Angel Hotel Department: Reservations Join Cairn Group

• Where People Drive Hospitality Forward, Together At Cairn Group, we're passionate about creating memorable guest experiences, and it all starts with our people.

We're looking for enthusiastic, friendly and customer-focused people to join our team.

Whether you're welcoming guests, serving in our restaurants and bars, working in our kitchens or supporting our teams behind the scenes, you'll play an important part in creating moments that matter for our guests.

Make Every Moment Matter Every day is different, but every day you'll have the opportunity to make a positive impact.

You will: You’ll organise, from start to finish, all client meetings and events, ensuring their experience is memorable from start to finish.

You’ll act as both a hotel and Cairn Group ambassador and trusted partner

• you’ll connect internal teams to deliver a seamless experience for planners, hosts and meeting attendees.

You’ll also assist the department in developing and implementing selected marketing & sales tasks ensuring the highest level of customer service at all times Duties Provide the warmest of welcomes that starts our memorable client journey Acknowledge loyal and returning clients.

Remembering small details makes the biggest of difference Take and manage enquiries, notice and act on up-selling opportunities, and ensure the client is aware of all facilities and offerings the hotel has to make us the preferred choice of booking Stay on top of enquiries, completing follow up action to convert to a confirmed booking Create bespoke packages where required.

You’ll be the main contact for your client from enquiry to operational delivery Recognise the unspoken, adapting your approach to provide the best experience Stay one step ahead of client needs

• record and act on their preferences to streamline their enquiry in future, and show we care Cover and document fine details of a client’s meeting or event, ensuring no question is left unanswered Ensure quotes are accurate and detailed, promoting all available packages/add-ons at that time Produce client contracts, ensuring all details are documented, client questions are answered, and a signed copy is returned as per the required timeframes Produce pro-forma invoices where required and ensure payment is received as per the agreed timeframes.

Organise credit facilities through Head Office where needed Be flexible to attend client appointments and provide venue show-rounds Build strong relationships with other departments displaying a ‘One Team’ approach Liaise with the reservations, sales and revenue department to optimise revenue Ensure accurate function sheets are produced for the operational team.

Attend operation meetings to go through all meetings/events and the client requirements, expectations and schedule.

Ensure full understanding so that the meeting/event is a success.

Attend client meetings with an operational lead where required and be available on the day of a client’s meeting/event as needed Effectively communicate with all departments at the venue to ensure all guest requirements are communicated and met Be proactive in your approach by assessing any potential challenges and finding a solution Proactively receive client feedback, sharing this with the entire team Confidence in handling customer complaints to ensure satisfaction levels are restored in the event something doesn’t go to plan; displaying empathy and a professional approach at all times Manage your workload and prioritise effectively Be involved in the creation of future brochures, packages and promotions Maximise opportunities for return visits.

Maintain the guest database (in line with GDPR) to support with strategic mail shots Conduct internet and market research on competitor offerings such as room rates, corporate packages, menus and Christmas packages Follow the trained enquiry handling procedures to achieve high scores on test calls Support with the creation and delivery of the marketing strategy Handle wedding enquiries/bookings as required by the individual venue Required Key Skills Possess excellent communication skills.

You’ll need to be a good co-operator with a professional, warm, trusting and friendly approach, reacting to change in a positive way Well informed about the market and industry Ability to build and maintain long lasting relationships with existing and new clients Flexible and adaptable, with the ability to stay calm under pressure, adapting your approach to complete routine and non-routine tasks High attention to detail and accuracy

• great at managing one’s own time Have a creative and innovative approach Great team working skills whilst being comfortable and able to work alone Join us and help create exceptional experiences every day.

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