Wedding and Events Coordinator

The Kingsley; Cork; On-site; EUR 36,000 - 48,000; Full time

Benefits offered by this job

Company-funded training courses

Discount on dining options up to 50%

Reduced accommodation rates for family

Discount on spa treatments

Gym membership

Staff dining facilities

Staff parking

Wellness programme

Job summary

The Kingsley, Cork, is seeking an Events Coordinator to manage weddings and events administration, client communications, and contract documentation. You will coordinate with the hotel team, ensure timely responses, and oversee all aspects from inquiry to final booking, while maintaining exceptional guest service standards.

You will utilise Opera, prepare proposals and contracts, and contribute to forecasting with accurate updates.

Qualifications

• Mandatory: 4- or 5-star hotel background
• Mandatory: 3rd Level Degree in Business
• Desired: Significant Opera experience
• Desired: Word-processing with MS Word, Excel, PowerPoint
• Desired: Analysis and reporting
• Desirable: Influencing skills and strong client relations

Responsibilities

• Guest Satisfaction and quality of service
• Ensure 24-hour response time to enquiries and maintain active follow-up
• Utilise Opera booking procedures per standards
• Track and follow up all bookings and provide timely updates for forecasting
• Coordinate wedding arrangements and site inspections with clients
• Prepare contracts, operations sheets and documentation for weddings and events
• Attend wedding fairs and manage changes in operation, policy and procedures
• Build relationships with clients and coordinate with Food & Beverage to maximise service delivery
• Upsell and seek new business opportunities through outreach activities
• Participate in management and sales meetings to share updates and progress

Skills

Interpersonal skills

Analytical thinking

Communication

Education

3rd Level Degree in Business

Tools

Opera

MS Word

MS Excel

MS PowerPoint

Job description

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
• Utilise Opera input/booking procedures as per current Standards.
• 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: Experience in a similar 4- or 5-star hotel background.

3rd Level Degree in a Business.

Desired:

Significant experience with Opera or equivalent.

Word-processing skills, preferably with Microsoft Word, Excel, PowerPoint

Analysis and reporting.

Influencing Skills: 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

Innovation: 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
• Gym membership
• Staff dining facilities
• Staff parking
• Free secure scooter charging facilities
• Wellness programme