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Cairn Group Hotel; Cardiff; On-site; GBP 25,000 - 35,000; Full time

Job summary

Cairn Group in Cardiff is seeking an enthusiastic events coordinator to welcome guests, coordinate client meetings and manage events from enquiry to delivery. You will act as a Cairn Group ambassador, ensuring unforgettable experiences and seamless service across our hotels' teams.

You will handle enquiries, tailor bespoke packages, produce quotes and agreements, and collaborate with reservations, sales and revenue to maximise revenue.

Qualifications

• Proven experience in hospitality or events coordination.
• Strong communication and customer service skills.
• Ability to manage multiple enquiries and deadlines.
• Experience in upselling services is a plus.

Responsibilities

• Coordinate client meetings and events from start to finish.
• Upsell facilities and packages to clients.
• Liaise with reservations, sales and revenue teams.
• Prepare quotes, contracts and pro-forma invoices.
• Support marketing tasks and promotional campaigns.
• Attend client meetings and site show-rounds.

Skills

Excellent communication

Client relationship building

Sales awareness

Market knowledge

Adaptability under pressure

Attention to detail

Creative thinking

Teamwork and collaboration

Job description

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 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.