The Dundreggan Rewilding Centre welcomes over 50,000 guests each year, including a mix of day visitors, education groups, special interest groups and overnight guests staying at the on-site accommodation. The role will be part of a small team responsible for coordination and delivery of all parts of the Rewilding Centre operations.
As the Business Operations Coordinator at our flagship Rewilding Centre, you will be responsible for supporting the work of the Rewilding Centre Director, Operations Manager, Property Manager, and Visitor Experience and Hospitality teams.
Key Liaisons include the Rewilding Centre Director, Operations Manager, Visitor Experience & Operations Supervisor, Visitor Engagement Coordinator, Hospitality team (kitchen, café and housekeeping), Property Manager, other Trees for Life employees- particularly the Finance team and wider Dundreggan Estate team. Members of the public, visitors and groups, suppliers.
Key Responsibilities
· Coordinating day to day operations of the Rewilding Centre in support of the management team
· Serving as the first point of contact for many guests via email, phone and on-site· Oversight of the two Rewilding Centre inboxes, to respond to and route emails and enquiries
Supporting the Operations Manager to manage the accommodation booking engines and OTA accounts, become the expert user on staff for accommodation back-office systems· Assisting the Director with lead generation, helping maintain records of client interactions in the CRM
· Preparation of documents, spreadsheets, and procedural documents that organise and maintain consistency of communication across teams· Further developing and overseeing the internal booking processes, flow of information and coordination between teams, to deliver consistently excellent guest experiences
· Managing the bookings calendars, including internal and external meetings and events· Assisting Visitor Experience team with updating and maintaining ticketing system with latest activity, event, pricing, etc. information
· Providing support for marketing activities by updating website and social media, creating and/or printing promotional materials, and monitoring bookings and ticket sales· Responding to guest reviews on various public platforms
· Managing the payment process for group bookings, tour operators and contractors, creating purchase orders and quotations to ensure customers are invoiced in a timely manner, payments received and logs updated
· Occasionally covering the welcome desk, to greet visitors and provide information
· Taking payments for accommodation and event bookings
· Overseeing the key card system for the accommodation building
· Assisting the Visitor Experience team with event planning and management, including scheduling, room setup, equipment and materials
· Coordinating the smooth running of the Rewilding Centre office including supply inventory, supply orders, keeping staff rota and notice boards up to date, general organisation
· Liaising with external suppliers, as necessary, to support management team and troubleshoot technical or other issues
· Support covering evening on-call duties for the accommodation
· Occasionally required to act as Manager on Duty. Full training will be given.
· As necessary, serve on the organisation’s Steering Group for new systems implementation programme.
Person Specification
· Positive outlook, welcoming and approachable demeanour
· Excellent communication skills to enable effective dialogue with visitors and colleagues
· High level of accuracy and attention to detail
· Outstanding customer service skills
· The ability to demonstrate great teamwork and work unsupervised
· Excellent time management skills
· Flexibility to adhere to working patterns as needed
Knowledge and Experience
Essential:
· Proficiency in Google/Microsoft software applications
· Comfortable learning new software quickly
· GCSE or equivalent in Mathematics and English
· Worked in a customer facing role
Desirable:
· Experience in a tourism, hospitality and/or accommodation business
· Event planning and/or management experience
· Familiarity with EPOS and booking management software systems
· Invoicing and financial process support
· Gaelic speaker
· Hold a first aid certificate, or be willing to attend training to acquire one
Personal attributes
· Must be committed to the ethos and values of Trees for Life· Reliable
· Positive attitude · Prides themselves on great customer service
· Commitment to continuous personal and professional development
· The role will require rota working along with weekends and bank holidays
· Due to the location of the Centre, a full and valid driving licence is essential
· Due to the nature and seasonality of the business, annual leave may need to be taken during quieter times of the year
Job Types: Part-time, Permanent
Pay: From £27,282.00 per year
Benefits:
- Free parking
- On-site parking
- Sick pay
Work Location: In person
