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Luxury Event Coordinator
3 months ago
Luxury Event Coordinator
Turnberry Resort, Scotland is seeking a seasoned Event Coordinator with a passion for luxury event management.
With a rich history spanning over a century, our dedicated Event Planning team is responsible for orchestrating events in stunning venues that showcase the breathtaking beauty of Scotland's coastline.
POSITION OBJECTIVE
The primary aim is to lead the Event Planning team in meticulously and professionally organizing all resort gatherings, events, and off-site functions in a welcoming, luxurious, and creatively engaging manner. This encompasses a variety of events, including corporate meetings, weddings, golf outings, incentives, and social gatherings. The role involves supporting the team in all facets of event planning while driving performance and revenue through precise bookings, documentation, contract compliance, forecasting, and billing, alongside identifying opportunities for upselling resort offerings.
In collaboration with the Human Resources Department, oversee the training and development initiatives within the team. Ensure quality assurance systems are established, with Standard Operating Procedures (SOPs) maintained and updated for all practices. Supervise the ongoing enhancement of the department's information database related to the resort and specific roles.
KEY RESPONSIBILITIES
- Guide the Events Team in efficiently managing the coordination of all group and wedding events, while also handling personal event assignments and supporting team members with their designated events.
- Motivate the team to achieve objectives by managing client relationships to maximize revenue and create additional income through adherence to contracts and effective upselling strategies across the resort. Maintain optimal levels of group occupancy, average room rates, banquet revenue, wedding sales, and leisure income to meet budgetary goals.
- Empower the team to align with KPIs, ensuring performance excellence throughout the resort. Guarantee that all Event Summaries and Banqueting Event Orders produced by the department are meticulously accurate, fully approved by clients, and distributed internally in line with company timelines.
- Establish robust relationships and promote open communication with both reactive and proactive sales teams, providing technical advice, operational insights, and comprehensive support throughout the sales process. Ensure a smooth transition for each contracted event.
- Take ownership of the processes for managing clients through the planning phases, adhering to payment deadlines, presenting detailed documentation to assist operational departments, maintaining a visible presence during events, ensuring final invoice payments are collected, and securing future bookings.
- Develop strong professional relationships with clients, suppliers, and resort associates, ensuring that a five-star service is consistently delivered by both self and team members. An approachable, friendly, and flexible demeanor is essential.
- Encourage and conduct thorough planning meetings tailored to individual clients, utilizing methods such as phone calls, video conferences, and on-site visits. Assist the Group Sales Manager in organizing familiarization trips and client entertainment, and participate in trade shows to promote events and weddings. Ensure the team is well-trained and upholding the high standards expected.
- Confidently lead comprehensive weekly Summary and BEO meetings with key personnel from operational departments, and either lead or support team members in pre-convention meetings with clients and department managers for all groups exceeding 40 guest rooms or VIP/Elite events.
- Supervise the Events team daily, addressing business and personnel challenges as they arise.
CANDIDATE REQUIREMENTS
- Proven experience in a management role within luxury hotel event planning is essential. A Bachelor's degree is preferred, with qualifications in Events Management or Hospitality being advantageous.
- Excellent verbal and written communication skills in English are required.
- A proactive self-starter who can work effectively both independently and as part of a team.
- Strong time management and organizational skills are critical.
- Well-developed computer skills are necessary, with a preference for candidates who enjoy office-based work.
- Exceptional attention to detail and the ability to multitask in a fast-paced environment are crucial, along with a passion for events and a commitment to continuous improvement.
- Flexibility to work shifts, weekends, and holidays, while adhering to grooming policies and uniform standards is required.
- Eligibility to live and work within the UK is mandatory.
BENEFITS INCLUDE
- Subsidized staff accommodation (if required).
- Access to meals during duty hours in the staff canteen.
- Discounted room rates at Turnberry Resort for associates and their families.
- Discounts at Food & Beverage outlets and the Golf Professional Shop.
- Access to resort facilities including the Spa, Gym, and Golf amenities, along with a Staff Golf Club (subject to restrictions).
- Discounted room rates at all Trump Properties for associates and their families.
- Uniforms provided, with laundering at the company's expense.
- Employee Assistance Programme offering various support services.
- Ongoing training and development opportunities, including first-class hospitality training and apprenticeship programs.
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