Meeting and Hospitality Co-ordinator

To respond to members dining enquiries, confirm bookings, allocate rooms, prepare event briefing documents.
- To monitor online dining booking forms; assisting members to complete form.
- To produce a weekly feedback report from Lodges and Chapters meetings and Lodge Dining, taking appropriate action where necessary.
- To liaise with exclusive caterer (Moving Venue) on menu options, dietary requirements, seating plans and final event details.
- To co-ordinate all tasks with internal stakeholders and Hospitality Supervisor related to dining arrangements, private residence dining and internal meetings.
- To ensure central room booking system is updated regularly with key meeting and hospitality activities.
- To recommend appropriate dining packages based on budget and final numbers.
- To issue invoices and assist Meetings & Hospitality Manager to record monthly income and expenditure.
- To collaborate with Hospitality Supervisor on stock inventory and ordering.
- To collaborate with Café Events Co-Ordinator on buffet service enquiries.
- To contribute ideas and initiatives to improve processes and members dining experience., Working 5 days per week (maximum 2 days working from home), to include occasional evenings as role demands.

The following are essential:
- Exceptional organizational and administration skills, with the ability to remain agile and adaptable in a complex environment - must be able to prioritise and multi task.
- Strong communicator that can confidently speak at all levels of seniority.
- Ability to work collaboratively with colleagues, with proven internal stakeholder relationship skills.
- Financial literacy and the ability to understand, interpret and communicate management information.
- Demonstrated ability to deliver excellence in customer service.
- Creative flair in terms of recommending improvement to current food and beverage.
- Integrity, diplomacy and professional skills to work effectively on complex, cross-team initiatives.
- Excellent written and verbal communication skills.
- Proficient in excel, MS office and (ideally) experience of using a room/reservation booking system.

United Grand Lodge of England (UGLE) seeks a Meeting and Hospitality Co-ordinator to co-ordinate over 300+ hospitality and meeting room activities each year for members dining and internal meetings and events. This busy post plays an integral role in achieving the UGLE 7-year strategy to grow and retain the membership base.

Background
UGLE is the governing body of Freemasonry in England, Wales, the Channel Islands, the Isle of Man consisting of 48 Provinces roughly based on the old county boundaries and 32 Districts overseas. English Freemasonry is a membership organisation of 175,000 people meeting in more than 7,000 Lodges across the globe. Membership is open to any man over the age of 18 irrespective of their background, race or religion, with students also able to join one of 87 University Scheme Lodges. The largest Province in UGLE is Metropolitan in London with many Lodges meeting at Freemasons Hall in Covent Garden which also serves as the Headquarters for English Freemasonry worldwide.
Freemasons' Hall is a unique art deco building which can date its origins back to 1769 when Freemasons first started meeting at this site. The current building was completed in 1933 as a memorial to those who died in the Great War. It houses 22 meeting rooms including some unique spaces regularly used for major international events and as film locations. The Hall itself provides a magnificent meeting place for UK and international masonic lodges. It is open to both Freemasons and the general public. The Museum of Freemasonry with one of the finest collections of masonic artefacts and archives in the world, is housed within the building.
The United Grand Lodge of England is an equal opportunities employer.

Competitive salary plus the following benefits package:
- BUPA private medical cover
- Pension (3.5% employee & 9% employer contributions - increasing to 12%)
- Free Life Assurance
- Holiday (25 days increasing to 30 days)
- Interest free season ticket loan
- Gym membership (subsidised)
- Employee Assistance Programme
- Flexible working