Sales and Client Support
Estate HireSpa Bookings

Vacancy

Sales and Client Support

Job Purpose:

Our events on the estate cater for a wide range of high-net-worth individuals from all over the world, staying with us for a mixture of vacations, parties, weddings, corporate meetings and incentives.

Together with the senior management and the wider estate team, this position is responsible for ensuring that the Events Manager are fully supported in their role of ensuring that the property and Estate in respect of “front of house” are presented and operated in a manner befitting the experience defined as “Kinross House” and to assist in ensuring that all our events are planned and looked after with the utmost care and attention.

Very importantly, to carry out your role in a cheerful and positive manner. Contributing to a happy working environment, for all staff, with a positive and proactive mindset.

This is a hands-on role. Your core hours will be 9am - 5:30pm, Monday to Friday. However, the position requires flexibility, and you will be required to work some evenings & weekends during Events. Any hours worked over your core hours will be given back as time in lieu.

Essential skills & experience:

  • Excellent time management skills with the ability to multi-task and reprioritise workloads when necessary.
  • Excellent oral and written communication skills; able to communicate effectively at all levels.
  • Be organised with a keen attention to detail.
  • Have at least 1 year of hands-on operational experience within a high end/luxury Events environment.
  • Competent in using IT packages such as word excel and Microsoft.

Main Duties:

  • To be fully aware of the Estate’s facilities and capabilities and take every opportunity to promote the Estate, working with a strong sales focus and determination to secure new events.
  • Together with the Events Manager, effectively manage and carry out the complete sales process – from initial enquiry stage, to producing and submitting quotations/client proposals, conducting professional and informative show rounds, to securing the business and creating client Hire Agreements.
  • Produce detailed Event Sheets to ensure we can deliver an exceptional event, based on client specification.
  • Maintain accurate individual event budgets.
  • Maintain efficient filing, trace, and communication systems, and follow-up procedures in line with guidelines.
  • Build strong relationships with clients through regular contact by telephone, email and in person.
  • Administrative tasks for Events– including preparation of itineraries, menu cards, place cards and table plan, invoicing and general administration as required.
  • Work effectively with outside suppliers / service providers and other internal departments to provide a seamless and top-quality customer experience. Developing good knowledge of different suppliers and activity ideas.
  • Assist in all client communication right through to the day of the event, copying in other departments as necessary.
  • Prior to events, ensure all purchasing of supplies, materials and services for the event has been arranged correctly in terms of ordering procedures and in line with the event budget.
  • Ensure accurate processing of client invoices and supplier invoices.
  • In association with Events Manager & Operations Manager, welcome and assist clients as required throughout the actual event
  • Take part in pre-event hand over meetings and post-event debriefs.

The Coach House Spa:

  • To have a working knowledge of how the spa operates in order to assist operationally as required.
  • To understand and be able to use Phorest spa booking system.
  • To assist at times when required in serving in the Spa in terms of Afternoon Teas, Drinks and snacks for Guests.

Fire Safety & Health and Safety:

  • To be aware of fire safety legislation and procedures, and to attend induction, fire handling and evacuation procedures training.
  • To attend Fire Marshal training, and to fully understand how to evacuate guests in the case of an emergency.
  • To be aware of Health and Safety requirements noting that all duties must be carried out to comply with current Health and Safety at Work Legislation.
  • To follow the appropriate requirements for storage of chemicals and waste disposal in accordance with C.O.S.H and W.E.E.

Other:

  • To carry out other reasonable duties as may be reasonably required on an ad hoc basis to ensure the smooth operation of Kinross House.

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