Job Description
The newly renovated White Hart Hotel is a prestigious four-star luxury hotel in the heart of Lincoln, renowned for exceptional service and unforgettable guest experiences.
Located just steps from Lincoln Cathedral and Lincoln Castle, the White Hart offers one of Lincolnshire's most distinctive and sought-after venues for weddings, alongside a diverse calendar of conferences, celebrations, and special events throughout the year.
Job Overview
We are currently recruiting an Events Administrator to join our dynamic team. Reporting to our Wedding & Events Sales Manager, in this position, you will play a vital role in supporting the sales department by managing the administration for the department, including dealing with new enquiries for the venue and handling client communication via telephone and email.
As an Events Administrator you will be responsible for all essential administrative tasks, including preparing contracts, producing function sheets, and coordinating with internal departments, as well as external suppliers to ensure the successful delivery of events.
The role requires strong organisational skills, excellent communication abilities, and a customer-focused mindset to ensure seamless sales operations.
This position offers an excellent opportunity for individuals passionate about growing within the events industry and to further progress within a reputable organisation.
Responsibilities
Act as the first point of contact for all incoming event enquiries, responding promptly to phone, email and online enquiries and providing exceptional customer service.
Coordinate sales activities, including scheduling meetings, preparing sales proposals, and maintaining accurate records of client interactions.
Maintain organised documentation of sales activities, contracts, and correspondence in compliance with company policies.
Conduct regular chases for all existing events on a weekly basis.
Support the sales team in executing marketing campaigns and promotional events to generate leads and increase brand awareness.
To ensure all marketing collateral is kept up to date and fully stocked.
Manage and update the customer relationship management (CRM) system to ensure data accuracy and accessibility.
Collaborate with other departments such as marketing, food and beverage and operations to ensure effective communication is maintained.
Assist in minute taking at internal meetings and client meetings where required.
Source and liaise with vendors including florists, AV and entertainment companies, décor hire, to secure services that align with the client's vision.
Follow up with clients post event to gather feedback and photos for future marketing use.
Attend off-site marketing events with the Sales team, as required.
Experience
A proven track record in a similar administration role is required (minimum of two years experience).
Previous experience within weddings, events, or hospitality sales is desirable.
An outstanding telephone manner and confident communication skills.
The ability to thrive under pressure.
Strong time management.
Excellent organisational skills with the ability to manage multiple tasks efficiently and work to tight deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Canva) and familiarity with CRM systems would be preferred, as well as Canva design programme for creating internal posters.
A proactive attitude with a keen eye for detail and strong problem-solving abilities.
Ability to work collaboratively within a team environment while also demonstrating independence when required.
Flexibility to work weekends as required to support weddings, events, and business needs.
If you are looking for an exciting and challenging role, please apply with your CV and cover letter.
Job Types: Full-time, Permanent (40 hours in person) - Predominantly Mon-Fri, however evening and weekends may be required on an occaisonal basis.
Pay: £26,561 per year
Benefits
Employee discounts on food, accommodation, and leisure facilities.
Opportunities for career progression within a renowned luxury hotel group.
Comprehensive training and development programmes.
Contributory pension scheme benefits.
Supportive and friendly working environment.
Live Like Loyalty Scheme