Job Summary
To support the Sales & Events / Conference & Banqueting Manager with the operations and co-ordination of weddings, events and conferences being held at The Royal Toby Hotel and it's associated sites. You will assist in all activities involved in selling and promoting the facilities at the respective site for the event.
You will also partner with other departments within the business to ensure the smooth operation and excellent communication between all departments for each event ensuring each area is aware of the requirements per event.
KEY RESPONSIBILITIES AND MAIN TASKS AND ACTIVITIES
· To ensure the smooth co-ordination of your assigned weddings, events & conferences. To assist in all activities involved in the selling and promotion of the facilities at the Royal Toby to set targets.
· To deal with enquiries, either by telephone, e-mail, letter or in person in connection with all event facilities within the specified time scale including all follow-ups.
· To carry out wedding and event site visits and any appointments assigned to the standards set.
· To work operationally to ensure the smooth running of all weddings and events working alongside the operational team and the Sales & Events Manager.
· Timely communication with the kitchen and operational teams.
· Communicate with the marketing team to ensure sufficient notification of events that require marketing.
· Always communicate positively – follow-up with guests post event for feedback with the aim of re-booking.
· Be an ambassador for guest service standards.
· Ensure all enquiries are followed up within set timescales.
· Assist at wedding fayres and monthly open days and attend meetings when requested.
· As directed by the Management Team target specific market segments in order to generate more business, this will involve telesales, mail shots, presence in the local areas to distribute leaflets, attend local events.
· Monitor competitor facilities, offers and prices and make suggestion for future events / opportunities.
· Be familiar will all the site facilities, including wider group and local amenities.
· Represent the site/company at any corporate event deemed suitable by Management ensure that at all times you portray the highest possible standards of both personal and company image.
Financial / Administrative
· To ensure published prices are correct (digitally and hard copies)
· To ensure sufficient stock of promotional materials are available.
· To complete and distribute accurate function sheets within the team in a timely manner
· To follow company cashing up procedures, notifying your line manager of any discrepancies immediately.
· Ensure all guest bills / invoices are correct and payment collected.
· Ensure all deposits are paid and redeemed correctly for all event dates, weddings, key trading dates and December.
· To maintain efficient and effective administration, planning and reporting systems and to ensure proper use of the diary & filing system.
Other Duties
· Contribute to the team performance by sharing and implementing best practice.
· Build and maintain industry & product knowledge through trade press \ internet search engines \ trade shows, events \ establishing personal networks.
· Always remain professional and adhere to the policies as laid out in the company handbook.
· Participate in ad hoc projects across the organisation and act as project lead when required.
· Any other appropriate duties that may be requested from time to time.
· Be flexible with working hours, this will include evenings and weekends.
The post holder shares with all colleagues the responsibility:
· For making suggestions to improve the working situation and contribute to positive employee relations within their area of work and The Deckers Group as a whole.
· To co-operate with measures introduced to ensure there is equality of opportunity in employment; and in addition, for post holders with a management responsibility to encourage their staff to ensure that they comply with all aspects of the equal opportunities in employment policies and practices.
Here at The Royal Toby are seeking a highly motivated and detail-oriented Event Coordinator to join our dynamic team. The ideal candidate will be responsible for planning, executing, and overseeing a variety of events from conception to completion. This role requires excellent organisational skills, creativity, and the ability to manage multiple tasks simultaneously while ensuring a seamless experience for all attendees.
Responsibilities
* Develop and manage event plans, including timelines, budgets, and logistics.
* Coordinate with vendors, venues, and suppliers to secure necessary services and materials.
* Oversee event setup, execution, and breakdown to ensure all aspects run smoothly.
* Communicate effectively with clients to understand their needs and expectations.
* Create promotional materials and marketing strategies to enhance event visibility.
* Manage on-site operations during events, including staff coordination and guest relations.
* Conduct post-event evaluations to assess success and identify areas for improvement.
Qualifications
* Proven experience in event planning or coordination is preferred.
* Excellent organisational skills with a keen attention to detail.
* Strong communication and interpersonal skills to effectively liaise with clients and vendors.
* Ability to work under pressure and meet tight deadlines.
* Proficiency in using event management software and Microsoft Office Suite.
* A creative mindset with the ability to think outside the box for unique event concepts.
* Flexibility to work evenings and weekends as required by event schedules. If you are passionate about creating memorable experiences through exceptional event management.
Ready to bring your passion for sales and events to our team? Apply now
Job Types: Full-time, Permanent
Pay: From £12.21 per hour
Expected hours: 40 – 42 per week
Benefits:
* Company events
* Company pension
* Cycle to work scheme
* Employee discount
* Free flu jabs
* Free parking
* Health & wellbeing programme
Work Location: In person