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

Job Type: Part-time

Pay: 15,725.00 per year

Expected hours: 24 - 28 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