Estate Events & Sales Administrator - Welwyn Garden City, Hertfordshire

Estate Events & Sales Administrator - Welwyn Garden City, Hertfordshire

Reports To:                 Estate Sales & Events Manager

Job Type:                     Part Time, Permanent Position

Job Purpose:              To provide effective and efficient administrational support to all Events within the Brocket Hall Estate.

Duties will include:

• Sending appropriate literature, quotations etc, promptly as requested by current and prospective Clients;
• Raise and forward confirmation documentation including booking agreements to clients, securing deposit;
• Ensure the billing is correct for events and all areas have been charged accordingly, to then forward the final invoice following an event in accordance with Company guidelines;
• To be meticulous with all correspondence – both internally and externally;
• Management of invoice pre-payments due and to be chased, produce debtors list update and chasing; to assist with provisional event / residential bookings as required;
• To produce internal documents – Weekly Logging Sheet, Appointment Chart, Estate Weekly Planner, control of z-reports for accounts, deposit received process;
• To receive and assist with telephone calls as and when necessary; To provide accurate weekly figures and status on summary sheets;
• To produce monthly figures from issued invoices and year to date/yearly comparison.
• To produce forecasts for income; where necessary;
• Maintains EZSuite for all current and future events;
• Maintains accurate documentation regarding enquiries, bookings, cancellations & lost business on a daily basis and provide a weekly summary of business received;
• Produce & maintain par stock levels of menus, bonding agreements, brochures, flyers and tariffs;
• To maintain filing; correct throughout different systems and archived;
• To ensure all SOPS are maintained and up-to-date
• To adhere to all statutory requirements regarding fire, health and safety and hygiene;
• This role is the anchor of all event administration. Our customers, both internal and external, will judge Brocket Hall (Holding) Limited by your ability to meticulously, proactively and professionally fulfil this important role;
• Be fully conversant with the Staff Handbook. Ensure that all standards and codes of conduct are adhered to.

Candidate Profile

Qualifications

• A good standard of education

Work Related Experience

• Excellent telephone manner
• Must possess exception communication skills
• Numerate
• Must have the ability to meet deadlines for reports
• Previous administration experience
• Strong Organisational skills;
• Computer literate-Microsoft Word, Excel & Outlook

Personal Qualities

• Ability to work in a pressurised environment
• Must be self-motivated, whilst understanding the importance of working as part of a team.
• A positive and outgoing personality is essential
• Keen sense of humour
• Attention to detail

Benefits:

• Free Car Parking
• Coaching & Development
• Career Opportunities
• Contributory Pension Scheme
• Free Eye Tests
• Staff Discounts

This job description cannot be exhaustive due to the nature of the hospitality and leisure industry.  Therefore, the jobholder can be required from time to time to carry out additional tasks as requested by the management.

I confirm that I have read and understand the above job description and am fully aware of my areas of responsibility, key job skills and requirements.