Central Events Coordinator - Chewton Glen Hotel & Spa, Hampshire

Aim of the role:

Has responsibility for processing incoming business in relation to Weddings & Private Dining for Chewton Glen. To ensure customer service levels and smooth delivery of products and services for the clients on all events. The objective of this role is to maximise all bookings and ensure follow through from sales & events handover to end of booking/event, plus follow up.

Responsibilities:

• To be confident in taking Weddings & Private Dining bookings accordingly
• To take pride in ensuring all enquiries taken are responded to within 24 working hours of receiving them with a bespoke quotation
• To take ownership for following up on all enquiries and converting these
• Issue contracts for all weddings & private dining bookings as required
• To prepare & issue weekly function sheets, ensuring all details are accurate and up to date
• To take ownership in ensuring all bookings for Weddings are processed efficiently
• To raise and issue accurate billing, checking with client on and prior to departure of satisfaction
• To ensure accurate capture of all data for prospective customers and customers alike
• To be passionate in delivering each event that surpasses the expectation of the client
• To manage all past, current and future ‘folio's' and ensure billing is processed accurately and promptly
• Confident in understanding monthly wedding budget
• To utilise preferred suppliers list as agreed
• Attend weekly function pack meetings where necessary
• Carry out showground's for weddings and private dining.
• To liaise with operational departments to ensure we are delivering consistent service and adhering to our excellence standards understanding teamwork and flexibility.
• To attend wedding exhibitions as required
• Work with marketing to increase Chewton Glen wedding presence on Social Media understanding teamwork and flexibility.
• To minimise any external cost and to maintain expenses within agreed budget lines
• To provide reports on weekly activity undertaken and activity for the future
• To track and monitor responses to specific marketing activity
• To assist production of monthly review on sales results
• To be present at all major Weddings held at Chewton Glen as and when required
• Ensure Opera is kept up to date
• To be passionate about implementing, adhering and delivering to agreed Company and Hotel service excellence standards and procedures
• Work with the Director of Events, Events Manager & Events Co-ordinators to ensure the smooth running of all Events at Chewton Glen when required
• To be full aware of the Hotel's fire safety procedures and Health & Safety regulations.