Events Coordinator Apprentice

Events Coordinator Apprentice

Posted 2 weeks ago

Vacancy Description

One of our clients are offering a fantastic opportunity to become their new  Events Coordinator while completing a Business Administration Apprenticeship.

The potential candidate’s main responsibilities will consist off;


  • To support the events department with administrative tasks as required and to complete in a timely fashion.
  • Answering incoming events calls to set standards and ensuring directed to the correct person or acting upon any requests communicated, taking messages the absence of assistant events and events manager.
  • Take inquiries following set guidelines and standards for all event, meeting, or functions.
  • Take responsibility or allocated events, ensuring a professional service with attention to detail is offered, along with prompt and efficient responses to requests, and maintain a proficient business etiquette at all times.
  • Main liaison for Christmas & New Year events in December, planning, organising and hosting on the selected evenings in the Hotel.
  • Understands and aims to help in achieving monthly revenue targets
  • Initiates purchase orders for specific items when required
  • Prepares relevant daily/weekly paperwork for the events team including welcome packs, filing, daily charges, table plans and inputting of information in S&C
  • To ensure high levels of communication to our guests throughout the hotel, ensuring all guests needs are met
  • To liaise closely with Food and Beverage Departments with all matters relating to food and beverage production and service
  • The Apprentice will help as required in compiling weekly collated function sheets and updating amendments as necessary
  • They will have to attend and contribute to department and internal meetings as requested by the Resort Revenue Manager
  • Assist with client hospitality/familiarisation visits as required
  • To liaise and assist both the Operations and Accounts Departments with respect to queries relating to client invoicing details.


  • Demonstrates excellent communication skills both with guests and colleagues at all levels whilst maintaining a level of professionalism at all times
  • Displays a positive “can do” attitude towards work and supports other team members when necessary
  • Works flexibly to meet the demands of the business
  • Participates willingly in organized training sessions within the hotel and own department
  • Support all elements of the department including front of the house, resort desk & events to ensure a 5* standard is achieved at all times
  • Tasks are subject to change if changes in business or departmental structure occur – this will be communicated to you should this be the case

Quality Focused:

  • Ensures consistent brand integrity at all times throughout the resort
  • Maintain the database ensuring contact details are up to date and to assist in the ongoing direct marketing campaigns
  • When required, to make inquiries in a professional and courteous manner and enter client details on to the inquiry form following our service scan and standard
  • Processes inquiries into the system and input information onto the Event report
  • Send out information to prospective clients in a timely manner to confirm inquiry details
  • When required to liaise with guests to ensure all requirements and information is correct and up to date
  • Attends and assists with Exhibition Events/Special Projects if required
  • To ensure all systems and diaries are kept up to date at all times
  • Assist in the upkeep of Opera and Sales & Catering to ensure no duplicate profiles and relevant information is correct in the system
  • Track competitors and ensure no direct competition for events

Health & Safety:

  • Maintains high confidentiality in regards to guest privacy ensuring all tasks are completed in compliance with the data protection act
  • Assists with implementation of the Company Health and Safety Policy.
  • Ensures that any potential and real hazards are reported appropriately immediately.
  • Fully understands the hotel’s fire procedure.
  • Works in a safe manner that does not harm or injure self or others.
  • Maintains own working area, keeping materials clean, tidy and in good shape and reports any defective materials and equipment to the Manager.
  • Ensures the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct within the department.


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