At a Glance
- Tasks: Coordinate reservations and events, ensuring a seamless experience for guests.
- Company: Join Cairn Group, a family-owned business with a diverse portfolio of hotels and venues.
- Benefits: Access pay as you earn, discounted hotel stays, and 50% off food and beverages.
- Other info: Enjoy development opportunities and a supportive team environment.
- Why this job: Be the first point of contact for guests and shape their memorable experiences.
- Qualifications: Excellent communication skills and a warm, friendly approach are essential.
The predicted salary is between 24960 - 28000 £ per year.
Working with us provides great benefits, including:
- Access your pay as you earn it through our financial wellbeing platform ‘Wagestream,’ a tool that lets you track your earnings in real-time, access a percentage of your pay as you earn it, learn easy tips for managing your money and save straight from your pay into pots for the future.
- 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 & 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
About the role…
You will support reservations, meetings, and events from initial enquiry through to completion, ensuring a seamless and memorable experience at the venue. Working closely with internal teams, 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 and your team will often be the first point of contact for guests choosing to stay at our venue, playing a key role in shaping their journey. You will anticipate guest needs, ensure all information is accurate and shared with relevant departments, and respond to calls, emails, and enquiries for room reservations, groups, and general information. Collaborating with the Sales, Meetings & Events, and Revenue teams, you will help maximise revenue, maintain accurate systems and data, and build strong relationships with repeat customers to position our hotels as their preferred choice.
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 to position the hotel as the preferred booking choice.
- 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, confidently 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.
About you…
- Possess excellent communication skills. You’ll need to be a good co-operator with a professional, warm, trusting and friendly approach, reacting to change in a positive way.
- Well informed about the market and industry.
- Flexible and adaptable, with the ability to stay calm under pressure, adapting your approach to complete routine and non-routine tasks.
- High attention to detail and accuracy – great at managing one’s own time.
- Have a creative and innovative approach.
- Great team working skills whilst being comfortable and able to work alone.
- Strong communication skills through a variety of means including an excellent telephone manner and IT skills.
About us…
At Cairn Group we're ambitious. With a varied and extensive UK portfolio of hotels, bars and restaurants in our portfolio, we're focused on continual growth and are in it for the long haul. We are a family owned business with family values at our core, with a growing team and sites UK wide.
Sales Office Coordinator employer: Doubletree
Cairn Group is an exceptional employer that prioritises employee wellbeing and growth, offering benefits such as access to real-time earnings through Wagestream, discounted hotel stays, and a variety of development opportunities through our 'Grow with us' initiative. Our warm and inclusive work culture fosters collaboration and personal connections, ensuring that every team member plays a vital role in creating memorable experiences for our guests while enjoying a supportive environment that values their contributions.
StudySmarter Expert Advice🤫
We think this is how you could land Sales Office Coordinator
✨Tip Number 1
Get to know the company inside out! Research Cairn Group's values, their hotels, and what makes them tick. This way, when you chat with them, you can show off your knowledge and passion for their brand.
✨Tip Number 2
Practice your communication skills! Since you'll be the first point of contact for guests, being warm and friendly is key. Try role-playing common scenarios with a friend to boost your confidence.
✨Tip Number 3
Be ready to showcase your problem-solving skills. Think of examples where you've turned a challenging situation into a positive outcome. This will help you stand out as someone who can handle guest concerns with ease.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you're genuinely interested in joining our team at Cairn Group.
We think you need these skills to ace Sales Office Coordinator
Some tips for your application 🫡
Show Your Personality:When writing your application, let your personality shine through! We want to see the real you, so don’t be afraid to add a touch of warmth and friendliness to your words. Remember, we’re all about creating memorable experiences for our guests, and that starts with you!
Tailor Your Application:Make sure to tailor your application to the Sales Office Coordinator role. Highlight your relevant experience and skills that match the job description. We love seeing how you can contribute to our team, so connect your past roles to what we’re looking for!
Be Clear and Concise:Keep your application clear and to the point. We appreciate well-structured applications that are easy to read. Use bullet points if necessary to break down your achievements and skills. This helps us quickly see why you’d be a great fit for our team!
Apply Through Our Website:Don’t forget to apply through our website! It’s the best way to ensure your application gets to us directly. Plus, it shows you’re keen on joining our team. We can’t wait to hear from you!
How to prepare for a job interview at Doubletree
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Sales Office Coordinator role. Familiarise yourself with the key responsibilities like managing enquiries and upselling hotel facilities. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Showcase Your Communication Skills
Since excellent communication is crucial for this role, prepare examples of how you've effectively communicated in past experiences. Whether it's resolving a customer complaint or coordinating with a team, be ready to share specific instances that highlight your skills.
✨Demonstrate Your Attention to Detail
This job requires high attention to detail, so come prepared with examples that showcase your ability to manage tasks accurately. You might discuss how you’ve handled bookings or maintained records in previous roles, ensuring everything was spot on.
✨Be Ready to Discuss Teamwork
Collaboration is key in this role, so think of times when you've worked well in a team. Be prepared to talk about how you’ve contributed to a positive team environment and how you can bring that same spirit to their team at Cairn Group.
