Wedding and Events Coordinator

The Kingsley; Cork; On-site; EUR 29,000 - 35,000; Full time

Benefits offered by this job

Company-funded training courses

Dining discounts up to 50%

Reduced accommodation rates for family

Spa discounts and products

Job summary

The Kingsley is seeking an experienced Events Coordinator to manage weddings and events within a luxury 4- or 5-star setting in Cork. You will maintain high standards of guest satisfaction, coordinate with Food & Beverage and Sales teams, and drive revenue through effective upselling and proactive client management.

Ideal candidates have strong Opera PMS experience, a hospitality degree, and proven ability to lead complex events from inquiry to execution with excellence.

Qualifications

• Experience in a similar 4- or 5-star hotel environment.
• Strong front-office and guest service skills.
• Proficient in MS Word, Excel, PowerPoint and reporting.

Responsibilities

• Manage weddings and events administration with timely response standards.
• Track and follow up all bookings to secure accurate numbers well before arrival.
• Prepare contracts, quotations and proposals for clients in a timely manner.
• Coordinate wedding arrangements with clients and hotel departments to maximise service delivery.
• Upsell across departments to maximise revenues and drive new business opportunities.
• Attend events and meetings, providing accurate booking updates and forecasts.

Skills

Hotel Industry Experience

Guest Relations

Interpersonal Skills

Education

Hospitality Degree

Tools

Opera PMS

Job description

Location: On site / Cork, Co. Cork, T12 P680, Ireland
job type: Permanent / Full-time
Sector and subsector: Arts | Hospitality
AnnualFixed salary:€ 32000.00

KEY DUTIES AND ACTIVITIES:

• Guest Satisfaction
• Quality of service

KEY OBJECTIVES AND ASSOCIATED RESPONSIBILITIES:

• Ensure all Weddings and Events administration standards are met as per current Minimum Standards such as a 24-hour response time to enquiries and correspondence and maintain system for active follow-up
• Maintain timely tracking and follow-up of all bookings.
• Ensure definite bookings are regularly followed up to secure accurate numbers as far in advance as possible but no later than 5 days prior to arrival.
• Ensure regular updates on specific bookings within the timeframe are provided in order to assist Revenue Manager & Sales Manager in accurate forecasting
• Conduct client site inspections and wedding show-arounds
• Provide information, quotations, proposals, and contracts to all customers in a timely and accurate manner
• Coordination of wedding arrangements with bride and groom, including initial hotel and grounds tour, reception plans, and proposals
• Prepare contracts, operations sheets and other documentation for weddings and events.
• Attend all wedding fairs, both in and out of the hotel.
• Effectively & positively manage changes in operation, policy and procedures with all contacts
• Understand and effectively manage cultural needs and expectations of groups utilising facilities.
• Effectively manage time ensuring the completion of all pre-set tasks on a daily basis.
• Take responsibility & be empowered to make decisions in quoting for business, adhering to the pre-set strategic guidelines, working in accordance with budget guidelines and ensuring numbers and pricing guidelines are adhered to at all times
• Analyse internal or external reports and apply to Department operations as appropriate
• Project a pleasant positive and professional image to all contacts at all times
• Participate /attend when required at the Management Meetings, Sales Meetings, BEO’s etc where required
• Attend scheduled events briefings providing accurate updates on details of bookings and inquiries, in accordance with requirements
• Co-ordinate functions with Food & Beverage outlets in order to maximize service delivery and usage of space
• Highlight inquiries which require General Manager / Hotel Manager / Director of Sales / Director of Marketing and Senior Sales Manager assistance towards conversion
• Communicate daily to your Manager, Food & Beverage Managers, Front Office Managers on any critical issues and activities of Events particularly any variances to Forecast anticipated.
• Actively participate in other meetings as requested
• Daily office administration duties in collaboration with the Events team
• Sales responsibilities include showing potential customers around the hotel and upselling every department, as well as looking for new business opportunities through cold calling, telephone sales, mail shots, and other methods.
• Ensure up-selling wherever possible to maximize Food & Beverage Revenues, in addition to Miscellaneous revenue
• Build network in organisations that may directly or indirectly impact our business as appropriate
• Research market trends and generate new ideas for service and products that will maintain a competitive and leading edge over our Competitive set

Location: Primary location will be within The Kingsley

EXPERIENCE / REQUIREMENTS (Mandatory & Desired)

Mandatory:Experience in a similar 4- or 5-star hotel background.

3 rd Level Degree in a Business.

• Significant experience with Opera or equivalent.
• Word-processing skills, preferably with Microsoft Word, Excel, PowerPoint
• Analysis and reporting.
• Must demonstrate well developed interpersonal style to accomplish goals through others. Requires skills to tell, sell or support staff and/or others as the situation requires
• Must demonstrate assertiveness to instruct, firmly represent organisational standards and goals
• Must demonstrate an ability to creatively and continuously improve methods of Customer Service and internal Operations

Building Rapport

• Must demonstrate an ability to develop a strong working relationship with others by being fair, open, reliable and consistent.
• Must demonstrate an ability to keep on-going interdepartmental relationships with peers, informing peers of potential problems and project progress necessary for all departments to function most effectively
• Must develop excellent relations with clients

Communication Skills

• Must demonstrate an ability to effectively communicate verbally with all colleagues, clearly stating ideas and strategies, whilst demonstrating the ability to listen & encourage feedback from others
• Must demonstrate an awareness of the importance of body language communication in interaction with others
• Must demonstrate the ability to clearly communicate in writing
• Must demonstrate a capacity to write clear and understandable memos and reports

Strong PMS knowledge and Microsoft

Must be punctual and have regular attendance

Other KPIs for this role will be shared with you by your Manager

Planning / Organisation / Monitoring

• Must demonstrate an ability to set priorities, develop work strategies (using delegation, organising meetings, setting work plans etc.) schedule work, co-ordinate resources and establish feedback.

Problem Solving

• Must demonstrate an ability to relate and compare data from different sources (an ability to identify and analyse problems to explore issues, secure relevant information, correctly identify relationships and make the best decision).
• Must demonstrate decisiveness and a willingness to commit to action once alternative solutions have been weighted.

Staff Benefits Include:

• Company-funded training courses
• Discount on dining options of up to 50%
• Reduced accommodation rates for family and friends
• Discount on spa treatments and products
• Staff parking
• Free secure scooter charging facilities
• Wellness programme