At a Glance
- Tasks: Coordinate reservations and events, ensuring a seamless experience for guests and clients.
- Company: Join Cairn Group, a family-owned business with a focus on growth and team values.
- Benefits: Enjoy discounted hotel stays, food, spa services, and development opportunities.
- Other info: Dynamic work environment with opportunities for career growth and recognition.
- Why this job: Be the first point of contact, creating memorable experiences for guests and building relationships.
- Qualifications: Excellent communication skills, attention to detail, and a friendly, professional approach.
The predicted salary is between 24000 - 28000 £ per year.
Responsibilities
- You will support reservations, meetings, and events from initial enquiry through to completion, ensuring a seamless and memorable experience at the venue.
- You will coordinate all details for guests, planners, hosts, and attendees, accurately inputting bookings into systems and following sales processes to convert enquiries into confirmed bookings for groups, meetings, conferences, social events, and weddings, supporting the Sales Office Manager and Reservations Executive.
- You will be the first point of contact for guests choosing to stay at our venue, anticipating guest needs, ensuring accurate information is shared with relevant departments, and responding to calls, emails, and enquiries for room reservations, groups, and general information.
- You will collaborate with the Sales, Meetings & Events, and Revenue teams to help maximise revenue, maintain accurate systems and data, and build strong relationships with repeat customers.
- Deliver a warm, personalised guest experience by acknowledging loyal and returning clients, anticipating unspoken needs, recording preferences, and celebrating special occasions through thoughtful gestures.
- Manage enquiries from initial contact to confirmation, proactively upselling hotel facilities, packages, and add-ons.
- Create accurate, detailed quotes and bespoke packages where required, ensuring all client questions are answered and expectations clearly set.
- Support reservations and daily tasks at the hotel, handling enquiries and bookings via phone, email, face‑to‑face, and third‑party channels with accuracy and efficiency.
- Manage group, tour, wedding, meeting, and event enquiries, driving conversion of leads into confirmed bookings and ensuring all block bookings are fully organised prior to arrival.
- Maintain accurate reservations, inventory, rates, and promotions across all systems through regular checks, effective room allocation, and timely confirmations to maximise revenue.
- Act as a trusted point of contact for guests and clients, resolving concerns or complaints with empathy and professionalism, escalating to management when required.
- Collaborate closely with Reservations, Sales, Revenue, and operational teams, ensuring clear communication, a strong "One Team" approach, and seamless delivery of guest and client requirements.
- Stay informed of promotions, events, and hotel activity to proactively respond to guest and client enquiries and identify potential opportunities or challenges.
- Follow enquiry handling procedures, brand standards, and service timeframes consistently, achieving high scores on test calls and bookings while effectively managing workload and priorities.
Qualifications
- Excellent communication skills and a professional, warm, trusting and friendly approach.
- Well informed about the market and industry.
- Flexible and adaptable, with the ability to stay calm under pressure.
- High attention to detail and accuracy, and excellent time-management skills.
- Creative and innovative approach.
- Great team working skills while being comfortable working alone.
- Strong communication skills through a variety of means, including an excellent telephone manner and IT skills.
Benefits and Incentives
- Discounted Hotel Stays across our UK sites, and if you work for a branded venue, around the World!
- 50% off Food & Beverage at all our Hotels & F&B Venues.
- Spa discounts at our venues with a spa.
- Retail, cinema and leisure discounts.
- Development opportunities via our 'Grow with us' initiative, including apprenticeship opportunities, our development programmes, and more!
- Monthly "Star of the Month" awards.
- 'Recommend a Friend' incentive – be rewarded for referring someone you know!
- Access to a confidential Employee Assistance Programme (EAP) available 24/7, 365 days per year.
- Pension scheme.
- Other incentive programmes that run throughout the year.
- Discounted meals on shift.
- Free parking.
- Cairn Group Staff Discount Scheme.
- Retail and travel discounts.
- Recruit a friend scheme.
- Induction and training programme.
- Star of the Month & Golden Ticket Award.
- Cairn Academy Training & Development Opportunities.
- Uniform.
- Cycle to work scheme.
Sales Office CoordinatorDoubleTree employer: Cairn Group
Cairn Group is an exceptional employer, offering a vibrant work culture that prioritises family values and employee growth. With comprehensive benefits including discounted hotel stays, food and beverage discounts, and a commitment to professional development through initiatives like 'Grow with us', employees can thrive in a supportive environment while enjoying the unique advantages of working at the DoubleTree by Hilton Newcastle Airport.
StudySmarter Expert Advice🤫
We think this is how you could land Sales Office CoordinatorDoubleTree
✨Get a Taste of the Scene
Try visiting local eateries and asking if they have any full-time positions available. Many hospitality jobs aren’t advertised online, so popping in for a chat can give you an edge and show your enthusiasm!
✨Network at Food Festivals
Food festivals and culinary events are buzzing with industry connections. Attend these to meet restaurateurs and other food service pros; you never know who might be looking for their next star employee!
✨Show Off Your Skills
Create a short video showcasing your cooking or customer service flair. Post it on social media or even send it directly to places you want to work at, like Cairn Group. It’s a fun way to stand out and demonstrate what you bring to the table!
✨Reach Out Directly to Cairn Group
Don't be shy about reaching out to Cairn Group directly through their website. Express your interest in available roles and attach your CV, showing your genuine eagerness to be part of their team. Personal touches can go a long way!
We think you need these skills to ace Sales Office CoordinatorDoubleTree
Some tips for your application 🫡
Show Off Your Service Experience:In the hospitality-food-service world, your experience is key! Make sure to highlight any previous roles you've had in restaurants, cafes, or catering. We want to see your customer service skills shine, so include specific examples where you went above and beyond for clients.
Certificates Matter:If you’ve got any relevant certifications, like food safety or bartender training, flaunt them! They can really set you apart from the crowd and show us your dedication to the industry. Just make sure to mention them clearly in your CV or cover letter!
Craft a Genuine Cover Letter:Take the time to write a personal cover letter that reflects your passion for hospitality. Share why you’re excited about Cairn Group and how your skills can contribute to our team's success. We're after that genuine connection!
Highlight Your Team Spirit:In full-time roles, teamwork is everything! Emphasise your ability to work collaboratively in busy environments. Mention any experiences where you’ve effectively collaborated with colleagues or managed conflicts — it's just as important as your technical skills!
How to prepare for a job interview at Cairn Group
✨Show Your People Skills
In hospitality, customer service is everything! Be ready to showcase examples of how you've engaged with customers positively. Maybe you turned a tough situation around or went that extra mile for a guest—let’s hear those stories!
✨Know Your Menu Inside Out
Expect some technical questions about food and drink, especially if you're applying for a kitchen or service role. Brush up on the menu items, including ingredients and any potential allergens. If you’ve got any favourite dishes or cocktails, have a little something prepared to discuss, too!
✨Demonstrate Your Team Spirit
Hospitality thrives on teamwork, so think of examples where you've worked well with others in a fast-paced environment. Be prepared to discuss what makes a great team member and how you contribute to a positive working vibe. They’re looking for that 'good fit!'
✨Get Ready for a Practical Test
In full-time food service roles, don’t be surprised if they want to see your skills in action. Whether it's serving a table or prepping a dish, be mentally prepared for a practical test during the interview. Practice makes perfect—a little dry run with friends could give you the edge!
