Bookings Manager (Maternity Cover)

Reports to: Lead Steward
Based at: Mandala Barn, 42 Acres.  

About the Role

This role is at the heart of the operation of 42 Acres, holding the threads between systems, guests, and experience.  As Bookings Manager, you’ll be responsible for the full lifecycle of retreats, team gatherings, and self-catered bookings at 42 Acres, from initial enquiry through to guest arrival, ensuring delivery of exceptional guest experience.

This role blends systems management, customer service, operational coordination, and commercial awareness. You’ll act as the go-to for all things systems, while holding a role that suits someone,  highly organised, detail-oriented, and equally comfortable with guests and processes.

What You’ll Be Responsible For

Bookings & Guest Journey

• Managing the end-to-end bookings process across Retreats, Team gatherings, Day hires, and Self-catered stays

• Acting as the main point of contact from booking confirmation through to arrival

• Hosting key guest calls (intro and pre-arrival) to gather all required information

• Ensuring all booking details are complete, accurate, and efficiently communicated to the relevant teams 

• Managing all emails, calls, and enquiries with warmth, clarity, and strong boundaries

Event Planning, Operations & Retreat Coordination

• Creating and managing detailed event briefs (including Housekeeping requirements, dietary needs, schedules, and experiences)

• Coordinating closely with kitchen, guest experience, and operations teams to ensure seamless delivery

• Managing timelines and deadlines for guest information (e.g. allergens, menus, final numbers)

• Running weekly Briefings regarding schedule planning, operational considerations, staffing, and delivery

Systems & Data Management

• Owning and managing our core booking systems, including Mews (PMS), RoomCloud (channel manager), and TRYBE (add-ons)

• Ensuring systems are accurate, up to date, and working effectively across all booking types

• Managing availability, holding and releasing dates, and preventing double bookings

• Monitoring payments, troubleshooting errors, and ensuring all bookings are confirmed and compliant

• Managing integrations with external platforms such as Airbnb, Kip Hideaways, Mr & Mrs Smith

Revenue & Rate Management

• Managing and maintaining pricing, rates, and booking rules across systems

• Monitoring occupancy and supporting revenue optimisation

• Ensuring terms & conditions, payment schedules, and policies are up to date and adhered to

• Supporting reporting on occupancy, sales, and performance

Operations & Team Coordination

• Acting as a key link between bookings, operations, kitchen, and guest teams

• Ensuring all teams have the information they need to deliver an exceptional experience

• Supporting planning around staffing, schedules, and retreat logistics

• Feeding back insights and helping improve systems, processes, and ways of working

Additional Responsibilities

• Supporting self-catered guest journeys (payments, add-ons, communications)

• Coordinating elements of day hires (e.g. facilitators, experiences, catering)

• Meeting clients on-site where needed and building strong, trusted relationships

About You (Great to Haves):

You’re someone who enjoys being the calm centre of a busy and evolving environment,  balancing people, systems, and detail with care and clarity.

• Tech savvy, with strong budgeting and reporting skills (essential)
• Comfortable managing multiple systems and data (PMS experience is a big plus, especially Mews)
• Previous experience in event planning (essential)
• Proficient with G-Suite, Microsoft Office, Hospitality & Booking Management Systems (desirable)
• Proficiency with word processing and presentation software (essential)
• Excellent time management, planning and decision-making skills (essential)
• Previous experience in the hospitality sector (desirable)
• Previous experience implementing or working with accounting systems (desirable)
• Strong communication and collaboration skills, with an excellent command of written and spoken English (essential)
• Experience within a similar industry (desirable)
• Agile and resilient – able to respond to changes in internal and external environment (essential)
• Able to manage workload of competing priorities (essential)
• Strong sense of teamwork (essential)