Inn & Events Administrator
The Inn & Events Administrator is the Farm’s primary point person to facilitate all aspects of Inn reservations ensuring that all administrative requirements are followed while also creating a positive experience for the client. Interfacing with the resident catering company representatives on a regular basis, you will also ensure that event contracts are properly executed and payments for events are recorded accurately.
The position requires a warm and welcoming approach to the public, a professional manner, an appreciation for detail, and a willingness to take initiative with a solid understanding of Farm policies and procedures. You will interface with community and vendor contacts with the ability to professionally address any conflicts which may arise while managing a number of competing priorities from time to time.
This position reports to the Executive Director.
Duties and Responsibilities:
Primary responsibility for the Inn at Mount Hope Farm include:
Reservation Manager; respond to in-person, online and phone requests for Inn availability within a timely response
Become the subject matter expert on the InnRoad reservation software system
Create and maintain room block contracts in shared online system
Create and maintain Rate Card Sheet each year
Meet guests for check-in and check out
Communicate occupancy updates, changes and special needs to appropriate staff
Maintain Reservations email box for MHF responding in a timely manner to all inquiries
Maintain accurate inventory of Inn supplies and ensure adequate amount of supplies are stocked at all times while adhering to budget
Maintain schedule for cleaning of Inn rooms and rental venues - Barn and Cove Cabin – and communicate such with housekeeping and internal staff on weekly basis during peak season
Work with outsourced housekeeping staff to ensure rooms are clean and ready for guests
Assist with housekeeping duties when assigned staffing is not available
Maintain schedule and facilitate all laundry-cleaning requirements with outside vendor
Maintain organized system for cataloging and storing all linens in each building
Coordinate repair of Inn related systems (heat, a/c, electric, other) with appropriate vendors or internal Buildings Manager while confirming budgetary allowance
Must be available to work on weekends during wedding season or as required
Other duties as assigned
Primary responsibility for Event Administration include:
Responsible for oversight of Events at MHF including:
Maintaining events calendar for all staff to access including weddings, corporate events, fundraisers and special events, Pokanoket Meeting schedule; communicate questions, changes and additions to appropriate staff as needed
Ensure exclusive catering partner’s needs during events are addressed quickly and efficiently; working with event coordinators is essential to success
Assist with management of administrative logistics and implementation for key MHF fundraisers including, Cool Jazz (August), and other events as applicable
Provide back-up support to the Receptionist as needed; answering of incoming calls, email management and greeting of public.
Maintain inventory for and order office supplies as needed while maintaining budgeted allowance
Preferred Qualifications:
Positive attitude with customer service problem-solving skills
Excellent computer skills including MS Word and Excel, Outlook, and PowerPoint
Capacity to learn and excel at utilization of Inn Roads and CRM database
Strong self-starter with enthusiasm and desire to work cohesively with a small team with varying skill sets
Experience with Social Media marketing is a plus
Excellent organizational, oral and written skills
Mount Hope Farm is a 501(c)(3) not-for-profit organization governed by the Mount Hope Trust. Our mission is to steward its land and structures, and to cultivate appreciation of its natural, historic and cultural character.