Role: Wedding & Events Coordinator
Reports into: Wedding & Events Manager
Location: Ollerton, Nottinghamshire
Contract type: Maternity cover contract (12 months)
Working hours: 42.5 hours, 5 days over 7. To include evenings, weekends and bank holidays

The Pumping House is a beautiful Nottinghamshire award winning wedding venue. We have been fortunate to build an excellent reputation based on the service provided by our fabulous team, our talented team of chefs and the stunning setting. 

This is an exciting opportunity to join our team to cover Maternity Leave for a 12 month temporary contract, with the potential of a permanent contract to follow for a hands-on, energetic and enthusiastic person to assist with the sales and operations of all weddings, events delivery, and bar service. We are looking for a well presented, confident individual with the drive to succeed in a busy working environment. 

Experience – Event Management or Sales and Event Operational Experience 2 years (preferred)

To sell events (weddings, private and corporate) at The Pumping House.

To be proactive, take enquiries, contract, manage and deliver all events at The Pumping House. Both operational and front of house.

To manage and maintain positive working relationships with key suppliers involved in event delivery.

• Respond to day to day bookings, taking telephone and email enquiries, sending information to clients as required, and raising quotes, contracts and invoices using our bespoke Events Management System (Event works);
• To carry out site visits with clients, showing them the venue and explaining the space and options for various events and catering packages along with The Quarters (accommodation);
• To maintain the professional approach that existing couples/clients already have to deliver their event successfully;
• To manage confirmed bookings and obtain details. Communicating these clearly to relevant teams and produce clear, accurate function sheets in a timely manner;
• Responsibility for the full operation for the weddings and events including front of house and bar;
• To manage the day to day running of weddings and events, to include staff and supplier management whilst maintaining company standards;
• Using client and sales skills to convert enquiries to bookings to ensure the venue meets its proposed monthly/ yearly targets;
• To upsell catering packages where appropriate;
• To manage the venue’s tied suppliers across production and catering and managing the client liaison;
• To manage the venue’s diary, ensuring there is a clear system from enquiry and holding of dates through to contract;
• To manage and build successful relationships with clients;
• To assist the Venue Manager with the invoicing system, ensuring all events are invoiced when required, from deposit through to balance and commission invoices, including chasing of late invoices;
• To ensure conditions of our license are adhered to (both wedding, premises and the sale of liqueur);
• To conduct post event testimonials with clients;
• To contribute to promotional events ideas;
• To give feedback and help assist with the development of everyday business processes and operations;
• To build relationships with event agents ensuring they have all relevant information needed to sell The Pumping House.

• Flexible approach to work whilst respecting the companies working patterns (including evening, weekend and bank holiday hours) to deliver a busy yearly diary;
• A head for multi-tasking to manage various events and the nuances of each client’s requirements as the diary dictates;
• Ability to stay calm and focused under pressure;
• Good communication is essential to achieve productivity and maintain a strong working relationship with all levels of the company;
• To have a great personality and be genuine, approachable, attentive and instinctive;
• Working knowledge of the venue market and key venue finding agents;
• Excellent communication skills – verbal and written, with an excellent telephone manner, and strong client-facing skills;
• The ability and initiative to work with clients to ensure their needs are being met, and to secure bookings for the venue;
• The ability to work to short turnaround times, and work under pressure, with minimal supervision;
• Ability to work with clients on all levels, including demanding and complex clients.