Reservations Coordinator

6 months ago

London, United Kingdom Howden Group Holdings Full time

From day one, our mission has been to create an independent business with a unique culture - one that is controlled by the people who work for it. Finding the most talented and entrepreneurial people has always been key to our success.

People come to Howden for lots of different reasons, but they stay for the same one: our culture. That’s what sets us apart, and why we nurture and retain the best talent in the market. Whatever your priorities - work/life balance, career progression, sustainability, volunteering - you’ll find like-minded people driving change at Howden.

Howden is seeking a Reservations Coordinator to join our growing corporate reservations team. You will play a pivotal role in facilitating the booking process for both internal and external meetings, ensuring seamless operations and exceptional service delivery. This role demands meticulous attention to detail, effective communication, and a commitment to delivering exceptional service to our clients.

Please note this is a permanent, full-time role based in our central London office. The expectation is to be onsite 4-5 days per week on average.

Role Responsibilities:
Operational Excellence:
- Utilize the Condeco meeting room booking system to efficiently manage all reservations for both client-facing and internal meetings.- Coordinate food bookings and fine dining requests within Condeco to enhance the meeting experience.- Collaborate with meeting organizers, porters, and the hospitality team to address requirements for all meetings and internal events.- Prepare detailed function sheets for hospitality requests and maintain accurate records of bookings.- Update and communicate existing and upcoming bookings to the wider hospitality team.- Manage incoming telephone inquiries regarding space availability and other meeting-related queries.- Distribute communications, including the weekly function sheets, to service providers.- Regularly attend team meetings to stay informed and contribute to operational improvements.- Supervise assigned personnel, ensuring adherence to company policies and training standards.- Fulfil any reasonable management requests and actively participate in required training sessions.

Client Engagement and Relationship Building:
- Cultivate positive relationships with local Howden team members and key clients to drive customer satisfaction and promote new initiatives.- Support the sales effort by engaging with clients and proposing innovative solutions.

Financial Accountability:
- Ensure accurate charging of all relevant internal and external costs.- Collaborate with the team to address outstanding billing issues.

Role Requirements:
- Previous experience in a similar role focused on managing reservations and/or bookings, ideally within a fast-paced corporate environment.- Experience with Condeco or similar room booking/scheduling software would be advantageous.- Strong relationship building skills, communication skills, and a customer-focused approach.- Ability to work collaboratively in a team environment.- Problem-solving skills to address challenges and exceed client expectations.

Our Culture: People First

We’ve travelled far since opening our first office in 1994. Back then we were local experts - based in London, with direct access to the world’s biggest insurance market. We’re still locals, and we still deliver the right advice and the right insurance to our clients. But now, we’re local all over the world. With 15,000 global colleagues and a partner network spanning more than 100 territories, we are the largest independent insurance broker in the world. But our values haven’t changed since day one, when we set out to create a company grounded in:

- An employee-ownership model
- Aligned external investors
- The trust and integrity born of friendship
- Expertise
- Independence

Our focus on being a people-first business has always been at the very heart of Howden. Our vision was to create an independent business with a unique culture; one that would survive and thrive as a business controlled by the people working for it. Our employee ownership model sets us apart in the market. It’s created a culture of collaboration and innovation, where we’re driven to think bigger and empowered to challenge convention.

Our flat structure and entrepreneurial spirit help us attract the best people and empower them to be the best version of themselves. And when we bring in and nurture great talent, more follows. That makes us better - and that’s better for everyone.

Diversity & Inclusion

Permanent

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