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Bookings Coordinator

4 weeks ago

Kirkcaldy, United Kingdom World of Parties Full time

**JOB DESCRIPTION**

**Role Info**:
Post Title: Booking Coordinator (BC)
Stating Salary: £11.00 per hour
Hours: 20 hours per week
(Mon, Tues, Thurs, Friday) - 9:30 am - 2:30 pm
Responsible to: Director

**Role Summary**:
You will be responsible for co-ordinating the booking process for Identified Core Business groups and individuals.
These could include but are not limited to the following types of groups:

- School, Local Authorities, Youth Groups etc.
- Members of the public for Birthday parties - Providing support where appropriate.
- Corporate Business.

**Main Tasks**:
You will follow the booking from initial enquiry to feedback stage and aim to secure the next booking, these responsibilities include but are not limited to:

- **Enquiries**:

- **Bookings**:

- **Booking coordination**:

- to creatively produce packages based around the customers needs and the optimum available resources in terms of staffing, equipment, catering (assigning catering staff, Entertainers and Event Staff etc.) This is to play a critical role in the staffing of activities based on working in close relationship with the Director and other relevant team members;
- **System management**:

- working mostly independently and being responsible for the upkeep of bookings using our own CRM system and other supporting systems. Accurate filing and updating of all workflows, time keeping and goal task setting are critical as well as maintaining relationships to key team members to ensure smooth delivery of bookings.;
- **Communication to staff**:

- **Feedback**:

- following up, collating and distributing feedback.
- **Activity development**:

- implementing feedback and actions as agreed with the Director to support in the development of products and services and to assist with marketing.
- **Support**:

- Maintain administration systems for the Director which include filing away of paperwork, maintaining staff training records, assistance with recruitment processes and diary administration;
- **Delivery**:

- Maintain current level of skills and attend necessary refresher training, provide assistance and support on delivery as and when required, this may include cover of sessions due to staff sickness for example.
- **Relationship management
- **To build up professional relationships with new and existing customers, to establish the market needs based on these relationships and to promote relevant packages, programmes and events appropriately to these customers.
- _To maintain the reception/office area, ensuring relevant marketing materials are available and suitably displayed;_

**Person Specification**

**Experience / Skills**
- Strong administration skills
- Ability to communicate with a broad range of people
- Establishing and maintaining admin systems
- IT literate
- Experience of delivering multi activity sessions to a range of groups

**Desirable Experience / skills**
- Qualified in Higher English (SCQF Level 6)
- History of marketing packages / programme / experiences

**Personal Characteristics**
- A commitment and enthusiasm for the vision of World of Parties and high standards of service provision.
- Works in a flexible and innovative way to ensure both a high level of customer satisfaction as well as efficiency for organisation.
- Establishes and maintains positive working relationships with others, both internally and externally, to achieve the goals of the organisation.
- Anticipates, understands and responds to the needs of clients.
- Able to work effectively under pressure including the ability to prioritise own workload in a team setting.
- The ability and willingness to work flexible hours.

**Job Type**: Part-time
Part-time hours: 20 per week

**Salary**: From £11.00 per hour

**Benefits**:

- On-site parking

Schedule:

- No weekends

Supplemental pay types:

- Bonus scheme

Ability to commute/relocate:

- Kirkcaldy: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 27/02/2023
Reference ID: WOP-BC
Expected start date: 06/03/2023

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