Special Events Coordinator

Join the team at one of the finest private international clubs in the world. Just half an hour from Glasgow, Loch Lomond Golf Club is often described as one of the most beautiful places on earth, and its members can enjoy golf, luxury accommodation, fine dining, country pursuits and a luxurious spa. As part of our team, you will look after a discerning membership spanning over 30 countries world-wide.

We are currently recruiting for two highly motivated, enthusiastic and hard-working individuals to join our Events Team. We are interested in people who will take pride in their work and have an eye for attention to detail.

You will be responsible for the organization and preparation of reservations & events at the club, working closely with the Club Reservations team, Food & Beverage managers and HOD’s.

You will be responsible for member bookings that come directly to yourself, you will be accountable for the full event cycle, from member/guest enquiry, negotiating, contracting and up
- selling. You will collate the information in CEO format for the distribution of the event information, including where necessary supplying a full fact sheet and making sure all details are correct and in turn, be presented at the weekly events meeting. You will work with the Accounts and Front of House Teams on post event billings, follow-up and rebooking. You will be required to assist with the day-to-day reservation enquiries received within the office.

**Duties & Responsibilities**
- Handle incoming calls and ensure that all member and external customer requests and enquiries are dealt with in an efficient and professional manner.
- Prepare written proposals and contracts for prospective clients and to negotiate competitive rates for the club.
- Act as the first point of contact in the run up to the event.
- Ensure a Team Member greets members/customer during the event phase and ensure that someone is available for all on site meetings from the Events Team.
- Send out contracts, invoices and all related correspondence in a timely fashion.
- Ensure accurate and complete entries in the Events Calendar in accordance with established procedures.
- Participates in member/customer site inspections and assists with the sales process when necessary.
- Effectively up sell products and services throughout the event process.
- Ensures Food & Beverage Manager has all banqueting menus prior to an event and that any subsequent changes in content or numbers are reported to him/her as soon as known.
- Liaises with the F&B Manager and Storekeeper with regards to the wine requirements for events, ensure sufficient stock levels are maintained.
- Ensures the Fine Dining Diary and Events Calendar are synchronized.
- Issue BEO’s in advance of events, with amendments if required.
- Issue an Event Fact Sheet for the larger events, where more than just one activity takes place.
- Effectively responds to and handles member/guest problems and complaints.
- Ensure that you are the main point of contact for the member/guest at all times during the event.
- Interacts with members/guests to obtain feedback on product quality and service levels
- Makes presence known to member/customer at all times during the event reservation process
- You will have an excellent product knowledge of all aspects of The Club.
- To maintain a high degree of interest in self-development, displaying this by making suggestions for realistic improvements.
- To further your own knowledge of management methods and principles to ensure future advancement and further upgrading in management standards for the profession as a whole.
- To attend seminars and training courses as and when directed.
- Comply with any reasonable request by the senior management. Due to the nature of our business the flexibility of our staff is vital to the success of the Club and there will be occasion where you will be asked to work outside your designated department.

**Vision**
- “Providing the finest Members experience, whilst engaging in climate change adaptation, protecting nature, benefitting communities and conserving resources”_

**Our Commitment**:
Prioritising our people and the environment is embedded into the fabric of the Club. Our workplace culture is values driven with a focus on nurturing, leadership, and integrity. We are committed to operating in a way that has a positive impact on the environment and our community.

Please have a look at our benefits page to find out what we offer our staff.