Events Coordinator

Events Coordinator
Salary: £27,000
Hours: Full-time 5 over 7
Based at Ampleforth Abbey, Ampleforth YO62 4EN
About Ampleforth Abbey
Ampleforth Abbey is home to the UK’s largest Benedictine monastic community, rooted in the Rule of St Benedict. Our mission is to seek God through prayer and service, and to invite others to experience faith in action.
Located in the Howardian Hills near York, the Abbey sits within an Area of Outstanding Natural Beauty and welcomes thousands of visitors each year to its Retreat Centre, Visitor Centre, Shop and Tea Room.
Ampleforth Abbey Trust, a registered charity, works alongside the monastic community to support this mission. With around 60 lay staff, the Trust delivers on a five-year strategy, choosing a Future Together, to ensure a sustainable, faith-led future for the Abbey and its valley home.
We're looking for an organised, detail-oriented Events Coordinator to manage bookings and logistics for group tours, conferences, and events. You'll be the main point of contact for clients from initial enquiry through to event completion, ensuring every booking runs smoothly and every guest has a great experience.
Key Responsibilities
* Deliver fantastic guest service as a coordinator for event bookings, providing a consistently excellent level of guest service.
* Capture event enquiries, securing all enquiries with relevant contracts and deposits, delivering personalised show arounds, and being the point of contact for guests
* Manage the reservations and events inbox with efficiency and attention to detail, prioritising enquiries to deliver prompt, professional responses while effectively managing own time and workload
* Organise and coordinate events from start to finish before handing over event requirements to our operations team to deliver the experience
* Coordinate scheduling, availability, and logistics with internal teams (venues, catering, transport, tour guides, AV/tech providers)
* Prepare and send quotes, contracts, invoices, and confirmations to clients
* Manage the events calendar and prevent double-bookings or scheduling conflicts
* Liaise with clients to understand requirements and tailor packages accordingly
* Coordinate with vendors and suppliers to secure services and negotiate rates
* Track deposits, payments, and outstanding balances
* Collect post-event feedback and maintain client relationships for repeat business
* Maintain accurate records in the booking/CRM system
* Support marketing efforts by identifying upsell opportunities (add-ons, upgrades, extended tours)
We are looking for someone who has;
* GCSEs (or equivalent) including English and Maths.
* Own transport required – located Ampleforth
* 2 years previous experience in events coordination, hospitality, tourism or a related field.
* Strong organisational skills with the ability to manage multiple bookings simultaneously.
* Excellent written and verbal communication skills.
* Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
* Comfortable using booking/CRM software, spreadsheets, and calendar tools
* Customer-service oriented with a problem-solving mindset
What we offer
* Up to 8% employer-matched pension
* Life assurance
* Free lunch during working hours
* Free on-site parking
* 20% discount at the Tea room and Abbey Shop
* Historic Houses and Yorkshire Great Houses, Castles and Gardens passes to borrow
* Employee Assistance programme
* Retail savings platform
* 50% discount on fitness suite, swimming and other activities at St Albans Centre
Ampleforth Abbey Trust is committed to the highest standards of safeguarding. All appointments are subject to a DBS check and satisfactory references.
If you enjoy working in a friendly, peaceful atmosphere, meeting new people, being part of a hardworking team, Ampleforth Abbey is perfect for you!
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