Wedding & Events Co-ordinator

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**Position Title**:Wedding & Events Co-ordinator

**Responsible To**:Head of Hospitality

**Working Relationships**:
Food & Beverage Team
All other departments

**Principle Purpose of Position**:Organise all weddings and non golfing events.

**Location**:London Golf Club

**Key Activities & **Explore opportunities to increase weddings, meetings & Events business, which

**Responsibilities**:would include:

- Attend industry events to build contact database
- To sell the features and benefits of the clubs facilities to potential clients

To negotiate with potential clients and liaise with our F&B Department to ensure the smooth planning, operation and profitability of all events within the Club.

Take client from initial contact to converting their enquiry

Correctly record, maintain and monitor all function bookings, within the function diaries, issue contracts to clients, once function has been booked and confirmed, prepare quotations and costings. Ensure all customer needs are met, which includes taking new enquiries, amending their existing booking and assisting with any queries they may have.

Provide monthly wedding and events enquiries and activity report, showing provisional and contracted events.

To communicate with regular clients to secure repeat function business

Ensure any enquiry or query, whatever the nature, is answered punctually. Logged and follow up all own enquiries on a regular basis.

Ensure the department database is regularly updated

Manage the logistics of mail outs to clients

Ensure the department has sufficient stocks of brochures and stationery

To ensure maximisation of sales and revenue targets.

Ensure set-up on the day of each event is correct before clients arrive.

Meet and greet clients at their event and ensure all details of the event have been correctly adhered to by Food and Beverage Team especially with wedding clients where you will be acting as the customers wedding planner.

London Golf Club - February 2012

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Liaise with clients regarding all aspects of their event from the start to the finish of the process.

Regular communication with the Head of Hospitality, Chef and F&B staff to keep them up-to-date with menu requirements and any special facilities or arrangements which are required.

Ensure function sheets are issued promptly well in advance with all correct details.

Ensure any amendments to the function sheets are issued clearly on the Late Sheet as soon as possible and circulated to all concerned.

Ensure all monies are received in a timely manner and all invoices are issued promptly. (Invoice and collect payments in installments for Wedding bookings)

Book and organize any ancillary services required for the events e.g. flowers, balloons, audio visual equipment and to ensure clients are charged appropriately.

Liaise with suppliers where appropriate for events.

Organize and attend tastings with clients,

Ensure kitchen and Food and Beverage team are made aware of tasting requirements.

Liaise with the Head Chef with regard to bespoke menus and their costing, special menus, menu alterations and price checks.

Devise new event ideas in line with club strategy

Manage Club Social calendar and encourage communication with members

Liaise and recruit external suppliers for Clients and Club

Design adverts, flyers and other promotional material in close connection with the marketing department.

Report any faulty equipment to your line manager.

To ensure the regulations of the Health & Safety at Work Act are fully met, including
COSHH and comply with standard employee Health & Safety at Work responsibilities.

To participate in any relevant training for the duties of this post and to achieve the key objectives of London Golf Club

To comply with London Golf Clubs Equal Opportunities policy.

To be willing to undertake any other duties commensurate with the grade of the post.

**Financial **To ensure all financial regulations/procedures are adhered to in relation to cash

**Responsibilities**:handling within London Golf Club.

London Golf Club - February 2012

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**Personal Specification**

**Essential ** A full commitment to Customer Care
- A good personality with a passion for customer service skills
- Excellent communication skills, both written and oral
- Good organisational skills
- Flexible and able to work unsociable hours
- Able to work on own initiative and as part of a team
- The ability to work under pressure when required, including time management
- The ability to work through challenges to find suitable outcomes as effectively as possible
- Experience of managing events
- Experience in a similar role/ environment to include telephone selling
- Take client from initial contact to converting their enquiry
- Confident with up selling and personal show rounds

**Desirable ** Experience working in a customer service environment
- Relevant qualifications for the Job role

London Golf Club - February 2012

**Salary**: £23,000.00-£25,000.00 per y