Groups, Events & Sales Administrator

COME AND JOIN US . . .

We are currently seeking thoughtful, highly organised, and professional Groups, Events & Sales Administrator to join our Commercial team and contribute to delivering exceptional experiences for a fixed-term period of 12 months.

The on target earning potential for this role is £31,993 / per annum - comprising a base salary of £26,993, plus a qualified estimate of £5,000 in gratuities and service charge.
* As a member of the Gleneagles team, you will also enjoy a fantastic range of perks, benefits and rewards

One of the world’s most iconic luxury hotels and sporting estates, Gleneagles has been making memories for a century. Crowned ‘Employer of the Year’ at the 2024 Cateys and Number One Resort in the UK & Ireland by readers of the Travel + Leisure for their 2025 World’s Best Awards, everything we do is about surpassing expectations and creating unrivalled adventures for our guests.

We’re devoted to making our people feel as valued as our guests. In this way, we strive to support the whole ‘you’ – not just the professional part but the personal part too. People join our team for all sorts of reasons. Some work here permanently to develop a career, some work seasonally, while others have a schedule to fit around their personal commitments.

However long you plan to stay with us and whatever hours you’d prefer to work, we’re open to flexible working requests and offer hours, shift patterns and contract @types to suit everyone.

Location;
Auchterarder, just off the A9. Gleneagles is also within easy reach of a number of Scottish towns and cities:
Edinburgh City Centre (1hr), Glasgow or Dundee (50mins), Stirling and Perth (25mins).

• Providing administrative support to ensure the Groups, Events & Sales team, and our Sales Director, can perform their day-to-day roles efficiently
• Taking responsibility for the team’s administrative task, ensuring seamless coordination with the wider support team
• Expertly organising and maintaining our filing systems, business cards, stationery, collateral, and gifts
• Handling incoming calls to the Events direct line, taking messages, directing calls appropriately, always with warmth and professionalism
• Supporting our Directors during their business travel, managing travel plans and logistics and managing inboxes with care and efficiency
• Working closely with our clients to collect accurate rooming information with meticulous details input into the system
• Creating Banquet Event Orders (BEOs) for internal events, picnics, site inspections, and FAM trips
• Organising, coordinating, and communicating FAM (Familiarisation) visits and site inspections, including booking meetings, rooms, transfers, amenities, leisure, dining, and internal communications; support trade shows, networking events, and follow-up activity
• Conducting site inspections for existing or new clients, and organising VIP cards, amenities, and gifts for VIP arrivals
• Playing a key role in the event billing process to ensure accuracy and timeliness of event accounts; collating and verifying backup documentation daily, making sure accounts are ready for guest departures and packages are reconciled
• Working with your Front Office and Night Audit teams, administering rates correctly, and contributing to ongoing improvements in the billing system to enhance efficiency
• Supporting Reactive Group Sales by preparing proposals, contracts, and entering bookings into the Opera system
• Managing “lost” bookings in Opera and responding to client enquiries when availability is limited, and auditing group bookings
• Entering accounts and contacts for our Regional Sales Managers (RSMs) following sales missions; assisting in updating the Sales Tracker monthly to reflect trade shows, trips, and expenses and preparing reports for RSMs to identify and target opportunities
• Working with our Director of Group Sales & Events and our Revenue team to help create the monthly group dashboard
• Interacting with our guests, always warm, professional, helpful and doing everything you can to exceed their expectations; playing your part in making their…