Group Sales & Events Administrator

To offer a supportive role to the Group Sales & Events Team in their handling of all group, event and off-site function business for the Resort, which includes but is not limited to corporate conferences, weddings, corporate golf days, incentives and social events. Achieve this through strong secretarial and administrative skills with emphasis on flawless administration and impeccable quality assurance through unequalled strength in attention to detail. Manage high levels of written communication, prepare detailed and accurate contractual or presentation documentation, and be responsible for the quality assurance of all group room reservations and revenue fields associated with each booking processed in various computerised booking systems. Complete all tasks within agreed time frames to assist the department in providing an accurate, efficient, and profitable luxury service.

ESSENTIAL FUNCTIONS

• Quality assurance checking and continual accurate balancing of numerous computer systems, including the quantity and revenue value of each bedroom type within group room reservation blocks; accuracy and validity of group room rate codes; authenticity of group tee-time reservations and rates; and precision of group restaurant reservations.
• Compile accurate group sales proposals and booking contracts using Microsoft Word and Google Doc templates while following instructions from a Group Sales Team member.
• Prepare and produce all stationery required for each event, predominantly menus, place cards and table plans.
• Support the team in the preparation required for thorough and detailed client appointments such as site inspections of the full Resort and off-site facilities, or planning and pre-event meetings.
• Aid in the planning and coordination required to attend trade shows to assist the Resort in the promotion of events and weddings.
• Administrative support with the booking and coordination of onsite resort leisure activities for each group, as well as external supplier requirements such as off-site excursions, coach and chauffeur transfers, florists, musicians, audiovisual technicians, etc.
• Use investigation skills to assist the Event Planners to produce daily accurate invoice details for their Events allowing them to review and achieve sign-off with the client, present the final folio on departure and secure all payments within company timelines.
• Ensure critically high levels of attention to detail are put to all tasks, processes and system maintenance performance.
• Project a pleasant, positive, professional and well-groomed image at all times. Lead by example.

CANDIDATE SPECIFICATION

• Must possess computer skills, including proficient use of Microsoft Word, Excel and G-mail. Previous experience with Micros, Fidelio, Opera and/or Marriott Hotels Marsha systems are highly desirable.
• Must have strong numerical, analytical and statistical skills with the ability to analyse data and establish appropriate action plans.
• Extreme attention to detail and ability to multi-task in a fast-paced environment are essential, along with an interest in event sales and planning.
• Excellent time management & organisational skills are required.
• Must be proactive and able to work within a team as well as individually.
• Flexibility to work some weekends and holidays is preferable.
• Must adhere to immaculate grooming policy and strict uniform standards, maintaining a highly professional appearance, character and conduct at all times.
• Must be eligible to live and work within the UK.

BENEFITS

• Subsidised staff accommodation (if required).
• Access to a meal on duty in the staff canteen.
• Turnberry Friends & Family Rooms Programme - discounted room rates at Trump Turnberry, available to you and your family.
• Discounts available at the Food & Beverage outlets and the Golf Professional Shop.
• Resort Facilities – use of the Spa, Gym and Golf facilities, including a Staff Golf Club (subject to some restrictions).
• Trump Hotels Associate and Friends & Family Rates - discounted room rates at all Trump Properties.
• Uniforms - a uniform will be provided, and items will be laundered at the Company's expense.
• Employee Assistance Programme – offering a range of Employee Assistance Help Lines.
• Ongoing training and development, first-class hospitality training & Apprenticeship programmes are available.

Compensation: To be discussed