Bookings Coordinator

Reports to: Bookings Manager 

Employment type: Permanent, full time / job share will be considered

Based at: 42 Acres, Witham Friary, Frome, BA11 5HL.

Salary: Up to £28,000 FTE

Collaborates with: Sales & Marketing Team, Operations team and wider 42 Acres team

Role Purpose:  The purpose of this role is to ensure all sales and bookings enquiries are responded to according to our internal SLAs to maintain outstanding customer service.  This role supports the Bookings Manager in ensuring that all retreats are administered and managed following our internal process and to communicate with all stakeholders internally and externally to ensure the smooth running of all bookings and retreats in collaboration with the wider team.  This role also supports the Sales and Business Development Lead in responding to initial sales enquiries as required.

The Opportunity: Working collaboratively as part of the 42 Acres team to manage sales & bookings enquiries and deliver amazing guest experiences.  You will combine your knowledge of strong administration and customer services to support us in making sure our guests have a wonderfully memorable experience at 42 Acres.   Together with the team, you’ll nurture customer relations and the 42 Acres community and contribute to the delivery of exceptional guest experience.

You will need to be a confident and strong communicator who can put your hand to a number of different tasks with strong organisational skills.  You will be at ease talking on the phone and responding via email.  This can be a fast paced reactive role so the ability to multitask and prioritise workload is essential.

About the Role (Key Accountabilities):

Booking Enquiries/Administration & Customer Relations:

• To respond to all incoming sales and bookings enquiries through email, messaging and telephone for all bookings (retreats, events & private stays). Queries can be related to; New sales enquiries –  sending out quote packs/ brochures
• Retreat planning –  create and update event briefs, ensuring that all rooming and catering information is complete, accurate and up-to-date
• Cancellations, changes to bookings – ensuring terms and conditions are adhered to.
• Have full knowledge of the businesses’ products, services and pricing to be able to respond to enquires and make bookings under the guidance of the Bookings Manager
• To ensure that all proposals/enquires are actively responded to
• To efficiently manage our PMS system and retreat event briefs, to ensure that all information is complete, accurate and updated.
• To meet with customers/clients face to face for show arounds 
• To regularly hold, Google Meet meetings with retreat facilitators to plan and record their retreat bookings details.
• To send out quotes, confirm billing arrangements and deposit requirements as per terms and conditions and support the finance team administrator to ensure accuracy with invoicing
• Foster and develop relationships with customers/clients
• Support the bookings manager to ensure that all the information is accurately obtained prior to arrival of the group, including details of rooming list, arrival times, menu and drinks selections, audio visual requirements etc. as per our event brief
• To ensure effective communication with other departments to enable the smooth operation of in-house functions.
• Ensuring all policies and procedures are adhered to
• Ensuring all documentation and admin requirements are met
• Recording and adhering to  health and safety requirements

Ecosystem Working:

42 Acres core vision centres around supporting others to connect to nature, themselves and each other. These beliefs are at the heart of the offering at 42 Acres – we weave together opportunities for  deepening connection and this is also  at the heart of our culture here.  We encourage fluid working to foster these connections and support one another to deliver an unforgettable guest experience.  In reality this means you may at times be required to  support the production team and guest experience team with housekeeping, production, working retreats, whole self service activities, fire cooking events and other events that enable you to support the team,  take a break from the office, immerse yourself in 42 Acres and connect with nature!

About you (great to haves):

• Previous experience in the hospitality sector (desirable)
• Experience in a similar role (essential)
• Excellent time management, planning,and decision-making skills (essential)
• clear confident and effective communicator (essential)
• 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)
• Strong communication and collaboration skills (essential) 
• Customer service experience (essential)
• Practical, hands on and willingness to jump in and help where necessary (essential)
• Excellent attention to detail (essential)
• Computer literate (essential)
• Proficient with G-Suite, Microsoft Office, Hospitality & Booking Management Systems (desirable)
• The ability to work flexible hours / days and weekends (essential)
• The legal right to work in the UK
• An excellent command of written and spoken English (essential)
• Ability to travel to work in a remote rural location (essential)

What we can offer:

• Regular  team lunches  and full team gatherings
• Access to 176 Acres of land including lake, forest and woodland sauna
• Access to personal development and training fund and opportunity to work with an experienced and passionate team
• Opportunity to attend retreats and 42 Acres hosted events
• Free on-site Yoga classes
• On-site massage
• Healthcare Cash Plan scheme
• ‘My Wellness’ Employee Assistance Programme including counselling support, GP helpline and health & lifestyle analysis
• Opportunity to learn about sustainable food, farming, foraging and improving your wellbeing
• Discounted accommodation and food produce

Working week: 

Due to the nature of hospitality, we are open 7 days per week including holidays so workdays will be flexible according to rotas between 9am – 5pm, Monday to Sunday.  This role will involve working a minimum of 2 weekend days per month.  

Job Location:
42 Acres is a remote location with no public transport to the venue. It is best accessed by car or bike. The operational location address is:  42 Acres Ltd, Gibbons Farm, Holt Road, Witham Friary, Frome, Somerset, BA11 5HL

42 Acres is an equal opportunity employer and is committed to a policy of treating all its employees and job applicants equally.