Operations and Weddings Manager – Job Description
Overall Objectives:
To ensure the smooth running of Traquair House operations with responsibility for marketing and operation of weddings, group visits, functions, accommodation and visitor services.
Role and Responsibilities
Marketing & Overseeing Visitor and Group Experiences
- Answering group booking enquiries, providing information, confirming bookings and invoicing.
- Actively encouraging new business through building relationships with agents, tour leaders etc. Overseeing and updating group packages and experiences.
- Overseeing the house guides at Traquair and ensuring smooth delivery of tours and monthly rotas of guiding staff.
- Operational management during periods when house is open to the public will include liaising with house team, events manager and director.
Marketing and Delivery of Weddings
- Ensuring a personal service for prospective couples from time of enquiry to show rounds, organisational arrangements, providing quotes all the way through to delivery on the day itself.
- Reviewing wedding packaging pricing and offers, liaising with key suppliers and in house catering team as well as working with outside suppliers.
- Reviewing marketing of weddings and advertising channels where required.
- Tracking wedding income, payments and statistics and ensuring profitability for each event.
Promotion, planning and deliver of Functions in House and Grounds
- Promoting and delivery functions in house which include dinners in the Dining Room, Receptions, meetings etc in liaison with the House Team.
- Answering enquiries, preparing quotes, pricing and ensuring staffing in place in liaison with the House Manager.
General Administration
- As we are a small team the role will involve answering general enquiries, answering phone, emails etc and working closely with the Director, Events Manager and office staff.
- Planning annual calendar ahead to ensure balance of events, functions and weddings can be delivered with time and resources available. This takes into account large public events organised by the Events Manager.
- Productions of reports and analysis of data relating to weddings, functions etc to provide meaningful information for the Director.
General Skills Required
- Excel and enjoy making our customers happy. You should have excellent customer service skills whether dealing with the general public or talking to prospective wedding couples.
- Communication skills: you should have a strong sales focus and be able to listen and interpret to what clients and visitors require and guide them to what we can offer at Traquair.
- Time Management and Multi Tasking; Have an ability to manage and organise your own time. Focus on priorities and delivering outcomes on time as well as supporting the day to day running of the office.
- Teamwork: Ability to work well in a small team and build good relationships withthe wider team at Traquair in order to deliver excellence in all areas.
- You will be dependable, reliable and accountable with strong work ethic and a pro-active attitude. A willingness to be flexible and step into help other if required.
Knowledge and Specific Skills Required
- Proficient user of MS Office suite – including Outlook, Excel and Word. Familiar with social media, and digital channels.
- Financial -an understanding of invoice processing, and how business data contributes to the wider financial reporting
- Events management – experience of events management and delivery of events within a hospitality setting
- Experience in a tourism or hospitality industry would be an advantage and knowledge of the tourism activities in the Scottish Borders and South of Scotland .
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