Job Description

Job Title:

Reception and Events Coordinator

Reporting to:

Venue Manager

Location

: SMWS Members' Room, Leith

Salary:

15 725 plus share of gratuities

Working hours:

24/week (contracted)

The Company

The Scotch Malt Whisky Society (SMWS) is an organisation that was formed from the unconventional. We think a little bit differently and have made it our mission to build our whisky community by offering a valuable membership experience that attracts and inspires involvement. We host the world's most colourful whisky experiences, bringing members together and having fun along the way. SMWS is recognised for its award-winning whiskies and unique and playful approach.

Today, we are expanding like never-before, as the enjoyment of single malt grows globally, and whisky drinkers are looking to learn and explore different experiences. As unconventional experts, any whisky drinker will find themselves in good hands as a member of The Scotch Malt Whisky Society.

The Society's mission is to grow our membership while ensuring everyone appreciates a sense of belonging to a like-minded community of whisky lovers. That pioneering and challenging spirit continues to guide the Society in everything we do, bringing like-minded whisky lovers together to appreciate whisky in its purest form. We are now renowned as the world's leading whisky club, bringing an international community together to share in a constant variety of exceptional and multi award-winning single cask whiskies, enjoyed at colourful whisky tastings, festivals, and events.

Purpose of the role

The position of Reception Coordinator is a key part of the venue team, it is the first point of contact for our members and their guests. We are looking for a high-energy, hands-on candidate who can think on their feet and has a passion for delivering exceptional experiences.

Key Responsibilities

1. Reception

a. Providing a warm welcome to all our members and their guests on their arrival at the venue.

b. Answering enquiries via phone, in person and email.

c. Ensuring the reception area is clean, organized and well presented.

d. Taking table bookings and event bookings using our diary management system ResDiary.

e. Assisting members with bottle purchases from our reception bottle shop.

2. Administrative

a. Ordering of stationery and supplies for the venue.

b. Creation and printing of menus and promotional materials.

c. Building membership packs.

d. Management of the Vaults email inbox.

e. Management of Venue calendar.

3. Tastings and Functions

a. Working with the Events Manager to deal with function enquiries and delivery.

b. Setup and printing of function documents in preparation of functions.

c. Liaising with function clients and venue management to gather information such as dietary requirements and seating plan layouts.

d. Support the Venue Management teams for the planning and delivery of ticketed events and tastings.

e. Updating the UK 2024 events plan with upcoming in venue tastings

.f. Preparing tasting notes and event documentation as required.

Experience

6 months + in a host or receptionist position

Excellent communication skills

Able to work under pressure and to deadlines

Organisation and prioritisation

Excellent attention to detail, always working to a very high standard

Computer literate

Desirable experience

Whisky knowledge

Experience of working with ResDiary, Gamma, Big Commerce and NetSuite.

Personal Attributes

Initiative and seeking ownership of the role

Customer focussed, well-presented and friendly

Lead from the front and by example

Flexible and strong sense of accountability

Self-motivated and result driven

Multi-tasker and ability to work under pressure

Can do attitude and adaptable to change and business growth

Customer service driven

You should be fluent in English

Company benefits

- Staff SMWS membership
- Up to 350 bottle allocation
- Private medical care
- Cycle to work scheme
- Electric car scheme
- 34 days holidays
- Birthday vouchers
- Long service award
- Workplace nursery benefit
- Company pension scheme
- Company sick pay
- Critical illness income protection
- Death in service insurance

Details:
- Staff bottle allocation
At the start of each tax year (April) you will receive up to 500 retail value in vouchers to spend on bottles at our venues for you to explore and enjoy our marvellous liquid.

- SMWS Staff Membership
All of our employees automatically become members of The Scotch Malt Whisky Society, the worldwide whisky club with over 40,000 members who treasure flavour and the joy of shared experiences with whisky in its purest form.

- Private Medical Care with Aviva
All employees at ASC have the option to opt in to this benefit from day 1 of employment. We pay the premium, and the you must pay the 'benefit in kind'. Cover for family is not paid by ASC, however you can add them onto your policy at your own cost, paid through monthly salary payment.

- Group Life Insurance (Death in service)
Upon completion of 12-month service with the company this benefit provides insurance to cover a lump sum benefit to the employees named recipient in the event of their death.

- 34 days holidays inclusive of statutory days
Unless your contract of employment states otherwise, full time staff are entitled to 34 days holidays per year at ASC. If you are part time, your annual holiday allowance will be pro-rated.

- 30% off bottles and drinks at SMWS
Whether visiting venues for food and drinks or to purchase bottles, all employees at ASC will receive 30% off their bill.

- Income protection and critical illness cover
After 12 months service, employees with eligible conditions who are off work for 6 months and longer receive 66.7% of their base salary until they are fit to come back to work or reach the retirement age.

- Bike to work scheme
This benefit scheme offers our employees the opportunity to save up to 43.25% on the cost of bicycles and/or safety equipment.

- Electric car scheme

- Workplace Nursery scheme
Our workplace nursery scheme is run by Enjoy Benefits and allows you to pay for your nursery fees before tax and NI deductions on your monthly salary (salary exchange), meaning you can save on the total cost of your monthly childcare.

- Employee Assistance Programme with Health Assured
An EAP is a confidential employee benefit designed to help you deal with personal and professional problems that could be affecting your home life or work life, health, and general wellbeing.
Our EAP service provides a support network that offers expert advice and guidance 24/7, covering a wide range of issues.

- Auto-enrolment pension scheme
The Company offers an auto-enrolment pension scheme with Peoples Pension and follows the Government Legislative requirements at all times.

- Salary exchange pension scheme
Salary exchange pension schemes are a tax efficient way for employees to pay into their workplace pension. They can help you increase your take home pay by lowering your tax and National Insurance contributions. Our scheme is run through Husky, as with the Auto-enrolment scheme, our workplace pensions are with The People's Pension.

- Charitable Giving and Volunteering
We know that many of you have a causes that you are very passionate about, as a result we will match any fund raising you carry out up to 200 per year per staff member. We give every employee an additional day volunteering leave each year, for you to be able to physically support a charity or volunteering activity of your choice.

- Birthday voucher
As a small token from us, each employee receives a 25 Highstreet Voucher on their birthday each year.

- Annual Staff Party

- Long service award gift and celebration
In recognition of employees length of service ASC offer milestone rewards such as vouchers and extra annual leave, from 5 years, right up to 20 years service.

Job Type: Part-time

Pay: 15,725.00 per year

Expected hours: 24 per week

Benefits:

Bereavement leave Company events Company pension Cycle to work scheme Discounted or free food Employee discount Enhanced maternity leave Enhanced paternity leave Free flu jabs Health & wellbeing programme Life insurance Paid volunteer time Private dental insurance Private medical insurance Referral programme Sabbatical Sick pay Store discount
Work Location: In person