Events Coordinator Job Description
The newly renovated White Hart Hotel is a prestigious four-star luxury hotel in the heart of Lincoln, renowned for exceptional service and unforgettable guest experiences.
Located just steps from Lincoln Cathedral and Lincoln Castle, the White Hart offers one of Lincolnshire’s most distinctive and sought-after venues for weddings, alongside a diverse calendar of conferences, celebrations, and special events throughout the year.
Job Overview
We are currently recruiting an Events Coordinator to join our dynamic team. Reporting to our Wedding & Events Sales Manager, in this role, you will play a vital role in supporting the sales department by managing new enquiries for the venue, handling client communication via telephone, email, and face-to-face meetings. You will ensure a clear understanding of each client’s requirements and offer the most suitable event packages.
As an Events Coordinator, you will also be responsible for essential administrative tasks, including preparing contracts, producing function sheets, and coordinating with internal departments, as well as external suppliers to ensure the successful delivery of events.
The role requires strong organisational skills, excellent communication abilities, and a customer-focused mindset to ensure seamless sales operations and build long-term client relationships.
This position offers an excellent opportunity for individuals passionate about sales and customer relations to grow within a reputable organisation.
Responsibilities
- Act as a point of contact for clients, responding promptly to enquiries and providing exceptional customer service.
- Coordinate sales activities, including scheduling meetings, preparing sales proposals, and maintaining accurate records of client interactions.
- Assist in the preparation of sales reports, forecasts, and presentations for management review.
- Assist in conducting venue show rounds, as required.
- Upsell additional services or products that enhance the overall event experience.
- Maintain clear communication with clients throughout the planning process to ensure their needs are met.
- Maintain organised documentation of sales activities, contracts, and correspondence in compliance with company policies.
- Support the sales team in executing marketing campaigns and promotional events to generate leads and increase brand awareness.
- Manage and update the customer relationship management (CRM) system to ensure data accuracy and accessibility.
- Collaborate with other departments such as marketing, food and beverage, operations to ensure smooth delivery of events.
- Plan, manage and host a range of social ticketed events at the hotel throughout the year to generate further revenue.
- Source and liaise with vendors including florists, AV and entertainment companies, décor hire, to secure services that align with the client’s vision.
- Follow up with client’s post-sale to gather feedback and identify opportunities for upselling or additional services.
- Attend off-site marketing events with the Sales team, as required.
Experience
- A proven track record in a sales and events environment (minimum of two years experience).
- Previous experience within weddings, events, or hospitality sales is desirable.
- Excellent research and negotiation skills, with a client-focused approach.
- An outstanding telephone manner and confident communication skills.
- The ability to thrive under pressure and consistently achieve measurable sales targets.
- Strong time management.
- Excellent organisational skills with the ability to manage multiple tasks efficiently and work to tight deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Canva) and familiarity with CRM systems would be preferred.
- A proactive attitude with a keen eye for detail and strong problem-solving abilities.
- Ability to work collaboratively within a team environment while also demonstrating independence when required.
- Flexibility to work weekends as required to support weddings, events, and business needs.
If you are looking for an exciting and challenging role, please apply with your CV and cover letter.
Benefits:
- Employee discounts on food, accommodation, and leisure facilities.
- Opportunities for career progression within a renowned luxury hotel group.
- Comprehensive training and development programmes.
- Supportive and friendly working environment.
- Live Like Loyalty Scheme.
