Events & Reservations Coordinator

Ballynahinch Castle Hotel is a luxurious retreat nestled in the heart of Connemara, Ireland. With its breathtaking surroundings, rich history, and exceptional service, Ballynahinch Castle Hotel offers an unparalleled experience for weddings, events, and accommodations.

Role:

We are seeking a passionate and detail-oriented Events & Reservations Coordinator to join our team at Ballynahinch Castle Hotel. In this role, you will play a pivotal role in ensuring that each event is flawlessly executed, reflecting the client's unique vision while maintaining the high standards of excellence that our hotel is known for. The role includes general responsibilities for reservations support, billing and ensuring clients' needs are met. Events may include weddings, private parties, exclusive hotel lets, tour groups and conferences.

Responsibilities:

Client Consultation and Relationship Management.

Serve as the primary point of contact for clients/couples throughout the event planning process, from initial inquiry to post-event follow-up.

Conduct thorough consultations with couples/clients to understand their preferences, needs, and vision for their wedding day or event.

Build strong, trust-based relationships with clients, providing exceptional service and support at every stage.

Coordinate all aspects of event planning, including function sheet preparation, catering, decor, entertainment, and accommodations.

Create customized wedding packages tailored to each couple's budget, style, and preferences.

Develop comprehensive timelines and itineraries for each event, ensuring smooth execution and adherence to schedule.

Collaborate with internal departments (kitchen, housekeeping, maintenance, etc.) and external vendors to ensure seamless coordination and delivery of services.

Oversee setup, breakdown, and onsite coordination of events, including ceremonies, receptions, and other related activities.

Manage logistics and operations for all, including guest seating arrangements, transportation, audiovisual equipment, and any special requests or accommodations.

Anticipate and address any challenges or issues that may arise during events, providing quick and effective solutions to ensure client satisfaction.

Maintain meticulous records of client communications, contracts, payments, and vendor agreements. Taking responsibility to ensure clients pay bills on time as agreed and deposits are collected.

Reservations Support:

As the hotel is smaller venue with limited events over the course of the year, this is a dual role where daily support in reservations is required. This includes answering phones, making reservations, sales support and more.

Assist with wedding sales and marketing efforts, including conducting site tours, participating in bridal fairs, and promoting wedding packages and services.