Groups and Tours Event Administrator

Bill's Restaurants is looking for a Groups and Tours event administrator to assist the team with the administration of increased numbers of bookings. This role is to assist in efficiently planning and managing all group bookings and events, particularly those from tour operators, while ensuring the smooth transition of event details to site operations. The role aims to achieve excellent client feedback, promote repeat business, and identify opportunities for growth by expanding our network and increasing bookings.

In this role we are looking for someone that can:

• Organize and manage event details for large groups and tour operators, ensuring client requirements are met and expectations are clearly communicated.
• Maintain regular communication with clients throughout the planning process to capture all necessary details and align expectations.
• Finalize event details with clients before handing over to the operations team for execution.

Collaboration with Tour Operators and Clients:

• Build and maintain strong relationships with tour operators, ensuring their group requirements are met and expectations are managed for each event.
• Work closely with the operations team to ensure smooth execution of events and quickly address any last-minute changes or requests from large group bookings.

Research and Business Development:

• Conduct research to identify new companies, tour operators, and industry contacts to increase group bookings.

Payment and Invoice Tracking:

• Track payments and invoices for group bookings, ensuring that all financial aspects of events are properly managed and followed up as necessary.
• Coordinate with clients and the finance team to ensure timely payments and resolve any invoicing issues.

Client Feedback and Continuous Improvement:

• Collect post-event feedback from clients and analyse it to identify areas for improvement.
• Use client feedback to enhance future event offerings and ensure client satisfaction across all group and tour bookings.
• Work with the Groups and Tours Manager and Head of Reservations and Revenue to make adjustments and improvements based on client feedback.

Client Feedback and Relationship Management:

• Maintain positive relationships with restaurant and event teams to optimize space occupancy and drive revenue where possible.

Key Qualities and Experience

• Strong Organizational Skills: Ability to manage complex logistics and large group bookings efficiently.
• Experience with Group Coordination: Experience in managing large-scale events, particularly for groups or tours, with an understanding of the specific needs of such events.
• Industry Knowledge: Familiar with both restaurant and event operations, with the ability to work across multiple departments.
• Relationship Building: Ability to work effectively with tour operators, clients, and suppliers to ensure a smooth event experience.
• Client-Focused: Dedicated to delivering high-quality service and ensuring a positive client experience, even in a high-volume environment.
• Experience: At least 2 years of experience in event planning, particularly managing group bookings or working with tour operators.
• Practical and Adaptable: Ability to handle the day-to-day challenges of event management, with a focus on planning, problem-solving, and flexibility.