Groups, Events & Sales Administrator (12 Months) in Auchterarder

We are currently seeking thoughtful, highly organised, and professional Groups, Events & Sales Administrator to join our Commercial team and contribute to delivering exceptional experiences for a fixed-term period of 12 months. The on target earning potential for this role is £31,993 per annum - comprising a base salary of £26,993, plus a qualified estimate of £5,000 in gratuities and service charge.

As a member of the Gleneagles team, you will also enjoy a fantastic range of perks, benefits and rewards.

ABOUT GLENEAGLES

One of the world’s most iconic luxury hotels and sporting estates, Gleneagles has been making memories for a century. Crowned ‘Employer of the Year’ at the 2024 Cateys and Number One Resort in the UK & Ireland by readers of the Travel + Leisure for their 2025 World’s Best Awards, everything we do is about surpassing expectations and creating unrivalled adventures for our guests.

WORKING AT GLENEAGLES

We’re devoted to making our people feel as valued as our guests. In this way, we strive to support the whole ‘you’ – not just the professional part but the personal part too. People join our team for all sorts of reasons. Some work here permanently to develop a career, some work seasonally, while others have a schedule to fit around their personal commitments. However long you plan to stay with us and whatever hours you’d prefer to work, we’re open to flexible working requests and offer hours, shift patterns and contract types to suit everyone.

Location: Auchterarder, just off the A9. Gleneagles is also within easy reach of a number of Scottish towns and cities: Edinburgh City Centre (1hr), Glasgow or Dundee (50mins), Stirling and Perth (25mins).

Here’s a bit more detail on what we see you doing in this role:

• Providing administrative support to ensure the Groups, Events & Sales team, and our Sales Director, can perform their day-to-day roles efficiently.
• Taking responsibility for the team’s administrative tasks, ensuring seamless coordination with the wider support team.
• Expertly organising and maintaining our filing systems, business cards, stationery, collateral, and gifts.
• Handling incoming calls to the Events direct line, taking messages, directing calls appropriately, always with warmth and professionalism.
• Supporting our Directors during their business travel, managing travel plans and logistics and managing inboxes with care and efficiency.
• Working closely with our clients to collect accurate rooming information with meticulous details input into the system.
• Creating Banquet Event Orders (BEOs) for internal events, picnics, site inspections, and FAM trips.
• Organising, coordinating, and communicating FAM (Familiarisation) visits and site inspections, including booking meetings, rooms, transfers, amenities, leisure, dining, and internal communications; support tradeshows, networking events, and follow-up activity.
• Conducting site inspections for existing or new clients, and organising VIP cards, amenities, and gifts for VIP arrivals.
• Playing a key role in the event billing process to ensure accuracy and timeliness of event accounts; collating and verifying backup documentation daily, making sure accounts are ready for guest departures and packages are reconciled.
• Working with your Front Office and Night Audit teams, administering rates correctly, and contributing to ongoing improvements in the billing system to enhance efficiency.
• Supporting Reactive Group Sales by preparing proposals, contracts, and entering bookings into the Opera system.
• Managing “lost” bookings in Opera and responding to client enquiries when availability is limited, and auditing group bookings.
• Entering accounts and contacts for our Regional Sales Managers (RSMs) following sales missions; assisting in updating the Sales Tracker monthly to reflect tradeshows, trips, and expenses and preparing reports for RSMs to identify and target opportunities.
• Working with our Director of Group Sales & Events and our Revenue team to help create the monthly group dashboard.
• Interacting with our guests, always warm, professional, helpful and doing everything you can to exceed their expectations; playing your part in making their stay with us luxurious in every way.

The kind of person we’re looking for:

• With a minimum of two years’ experience in an administrative or support role, you bring the organisational skills and professionalism needed to excel in a fast-paced commercial environment.
• You bring a real curiosity for hospitality and events and an appreciation of how the current market is evolving, paired with a commitment to delivering the thoughtful, memorable experiences that define Gleneagles.
• Self-motivated and proactive, you always plan ahead effectively; you’re organised, methodical and creative.
• You have a meticulous and efficient approach to your work, paired with the ability to navigate challenges calmly and resolve issues with thoughtful, practical solutions.
• Prioritising your workload efficiently, and working under pressure to meet deadlines, are second nature to you.
• You’re confident using a range of systems and software, with strong proficiency in Opera, Sun Systems, and Microsoft Word, Excel, Outlook and PowerPoint.
• Highly motivated and possessing an immense sense of pride in your work; you’re passionate about delivering the high standards for our guests in line with the Gleneagles brand.
• You have a positive “can do” attitude to solving problems in a professional and courteous manner.
• A strong team player with great communication skills and an enthusiastic approach; you’re well organised and punctual.
• You want to be part of a team that works hard, supports each other and above all has fun along the way.

What’s in it for you:

• 30 days holiday (including bank holidays) that increases with service.
• Seasonal parties and local social events.
• 50% discount on Food & Beverage, Country Pursuits, Spa and Hair Salon (Mon-Thurs) and the Golf Driving Range.
• Golf Membership (with access to all 3 championship courses) for £50.00 per annum.
• Flexi points into your Perkbox wallet to spend as you choose.
• Free ‘pay day’ lunch and monthly drinks offers.
• A generous ‘refer a friend’ scheme.
• Stay with us as a guest at Gleneagles or Gleneagles Townhouse for up to 2 nights per year at £95.00 per night – a benefit available upon completion of 12 months service.
• Friends & Family discounted rate of £225 - £275 B&B per night at Gleneagles.
• Enjoy discounted rooms and restaurants rates with up to 50% off across the wider Ennismore brands and hotels.
• Subsidised, single occupancy, en-suite accommodation available on our estate.
• Pension scheme.
• Life Insurance.
• Employee Assistance Programme, offering support and confidential advice for you and your family when you need it most.
• Ongoing investment in your personal development with access to internal and external training qualifications and programmes.
• Internal career opportunities across a wider range of specialisms and departments.
• Monthly recognition programme.
• Volunteering day every year with a charitable partner of your choice.
• Complimentary access to our staff gym.
• Gleneagles Cycle Scheme to spread the cost of the bike that you really want and reduce your carbon footprint.

If you are our next Groups, Events & Sales Administrator, please forward your most recent CV to us today!