Reservations Administrator

Trump Turnberry - Events; Girvan; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Staff accommodation

Meal on duty

Discounted room rates

Discounts at outlets

Spa & facilities access

Uniforms provided

Employee assistance

Job summary

Trump Turnberry - Events is seeking a Group Sales & Events Administrator to support the team in handling group, event and off-site function business for the Resort, including conferences, weddings and golf days. You will ensure flawless administration and quality assurance.

Responsibilities include balancing computer systems, preparing group proposals and contracts in Word and Google Docs, producing event stationery, coordinating site visits and supplier needs, and assisting with invoicing and

Qualifications

• Strong secretarial and administrative skills
• Proficiency with Word, Excel and Gmail
• Excellent attention to detail and accuracy
• Ability to analyse data and apply actions
• Ability to multitask in a fast-paced environment
• Willingness to work some weekends/holidays
• UK work eligibility required

Responsibilities

• Quality assurance across group reservations, rates and restaurant bookings
• Prepare group sales proposals and contracts in Word/Google Docs
• Produce event stationery (menus, place cards, plans)
• Assist with site inspections, pre-event meetings and trade shows
• Coordinate on-site leisure activities and external suppliers
• Support invoicing and payment processing within deadlines
• Maintain high levels of professionalism and presentation

Skills

Microsoft Word

Excel

Gmail

Numerical skills

Analytical skills

Statistical skills

Tools

Micros

Fidelio

Opera

Marsha

Job description

Group Sales & Events Administrator

POSITION PURPOSE

To offer a supportive role to the Group Sales& Events Team in their handling of all group, event and off-site functionbusiness for the Resort, which includes but is not limited to corporateconferences, weddings, corporate golf days, incentives and social events.Achieve this through strong secretarial and administrative skills with emphasison flawless administration and impeccable quality assurance through unequalledstrength in attention to detail. Manage high levels of written communication,prepare detailed and accurate contractual or presentation documentation, and beresponsible for the quality assurance of all group room reservations and revenuefields associated with each booking processed in various computerised bookingsystems. Complete all tasks within agreed time frames to assist the departmentin providing an accurate, efficient, and profitable luxury service.

ESSENTIAL FUNCTIONS

• Qualityassurance checking and continual accurate balancing of numerous computersystems, this includes but is not limited to the quantity and revenue value of eachbedroom type within-group room reservation blocks; accuracy and validity ofgroup room rate codes; authenticity of group tee-time reservations and rates;and precision of group restaurant reservations.
• Compileaccurate group sales proposals and booking contracts using Microsoft Word andGoogle Doc templates while following instructions from a Group Sales Teammember.
• To anexacting standard, prepare and produce all stationery required for each event,this is predominantly but not limited to menus, place cards and table plans.
• Supportthe team in the preparation required to allow them to confidently carry outthorough and detailed client appointments such as site inspections of the fullResort and off-site facilities, or planning and pre-event meetings. Aid themwith the planning and coordination required to attend trade shows to assist theResort in the promotion of events and weddings.
• Administrativesupport with the booking and coordination of onsite resort leisure activitiesfor each group, as well as external supplier requirements such as off-siteexcursions, coach and chauffeur transfers, florists, musicians, audiovisualtechnicians, etc.
• Useinvestigation skills to assist the Event Planners to produce daily accurateinvoice details for their Events allowing them to review and achieve sign-offwith the client, present the final folio on departure and secure all payments withincompany timelines.
• Ensure critically high levels of attention to detail are put to alltasks, processes and system maintenance performance.
• Project a pleasant, positive, professional and well-groomed image atall times. Lead by example.

CANDIDATE SPECIFICATION

• Mustpossess computer skills, including but not limited to proficient use ofMicrosoft Word, Excel and G-mail. Previous experience with Micros, Fidelio, Operaand/or Marriott Hotels Marsha systems are highly desirable.
• Musthave strong numerical, analytical and statistical skills with the ability toanalyse data and establish appropriate action plans essential
• Extremeattention to detail and ability to multi-task in a fast-paced environment areessential, and an interest in event sales and planning is desirable as well as excellent time management & organisational skills.
• Must be proactive and able to work within a team as well asindividually.
• Itwould be preferable to have some flexibilityto be able to work some weekends and holidays
• Must be willing to adhere to immaculate grooming policy and strictuniform standards and be highly professional in appearance, character andconduct at all times.
• Must be eligible to live and work within the UK.

BENEFITS:

• Subsidised staff accommodation (if required).
• Access to a meal on duty in the staff canteen.
• Turnberry Friends & Family Rooms Programme - discounted room rates at Trump Turnberry, available to you and your family
• Discounts available at the Food & Beverage outlets and the Golf Professional Shop.
• Resort Facilities – use of the Spa, Gym and Golf facilities, including a Staff Golf Club (subject to some restrictions).
• Trump Hotels Associate and Friends & Family Rates - discounted room rates at all Trump Properties.
• Uniforms - a uniform will be provided, and items will be laundered at the Company's expense.
• Employee Assistance Programme – offering a range of Employee Assistance Help Lines.
• Ongoing training and development, first-class hospitality training &Apprenticeship programmes are available.

Compensation: To be discussed