Vacant job

Booking and Guest Service Manager for Hotel & Conference

We are now looking for a Booking and Guest Service Manager for Hotel & Conference at our facility – a senior and administrative key role for you who enjoys responsibility, structure, and professional guest communication.

The role primarily focuses on booking, administration, and guest service related to hotel and conference operations, and you will be a central contact point for our guests before, during, and after their stay.

The position is a full-time position (100 %) and is intended as a permanent employment with a 6-month probation period.

About the role

As the Booking and Guest Service Manager, you will work independently to manage bookings, inquiries, and guest dialogue. You ensure that our guests receive a clear, professional, and well-organized response – from the first contact to arrival on site. The role requires good oversight, structure, and a confident hosting ability.

The role includes a clear responsibility for the administrative detailed planning and coordination of conferences and larger bookings, in close collaboration with other parts of the operation.

The role may also, for the right person, include elements of sales, where you actively work to contact companies and present our conference opportunities and packages.

Responsibilities

Your responsibilities include, among other things:

• Managing booking and inquiry emails, primarily related to hotel and conference
• Answering the phone and being the first contact for our guests
• Administering bookings, quotes, confirmations, and guest information
• Detail planning and coordinating conferences and larger bookings
• Working closely with other parts of the operation in planning and handover, to create a smooth and functioning overall flow
• Welcoming selected conference groups and larger bookings on site
• Actively working with upselling and, to some extent, outreach to companies regarding conference bookings
• Responsible for compiling final invoice documentation for the finance department
• Following up and evaluating completed bookings to ensure the quality of our delivery
• Ensuring that the guest experience is professional, clear, and well-coordinated

Working hours and setup

During the low season, there is a good opportunity to work remotely most of the time. The working hours are mainly Monday–Friday, 8 hours per day.

During the high season, there may also be work on weekends, as phone and email need to be staffed every day of the week.

On-site work primarily occurs in connection with:

• selected conferences, where presence mainly aims at personal contact, follow-up, and deeper understanding of the guest experience
• larger bookings and events
• internal meetings and planning
• viewings of the island/facility for upcoming bookings

Who we are looking for

We are looking for someone who has:

• Experience from hotels, conferences, booking, or similar administrative service functions
• A structured and responsible work style
• Good communication skills in Swedish and English, both spoken and written
• A natural hosting ability with a professional approach towards guests and partners
• The ability to work independently and take ownership of your area of responsibility

You thrive in a role with many contact points and are used to working in a structured way with planning, handover, and coordination between different parts of the operation. You see the value in clear communication and contribute to creating a well-functioning collaboration both internally and externally.

You contribute with order, clarity, and quality – and your work is crucial for the overall experience.

Experience with the booking system Bookvisit or similar administrative systems is an advantage.

It is also advantageous if you enjoy a sales role, where you like to build relationships and actively contact companies to sell conference packages and longer collaborations.

About us

Our facility is located on the private island Idöborg, in the Stockholm archipelago. In recent years, we have developed a business with great breadth and many opportunities for our guests. We offer hotel, conference, cabin rentals, guest harbor, restaurant, and weddings.

During spring and autumn, we focus heavily on conferences and yoga retreats, while the high season is characterized by weddings combined with smaller private groups.

Our guest harbor and restaurant can accommodate up to approximately 400 guests per day during the summer.

During the low season, we work in a smaller, close-knit team, which grows to around 50 employees during the summer.

We care about animals, nature, and the archipelago environment, and actively work to conduct our operations with respect and care for the unique place we operate in. For us, sustainability and consideration for the surroundings are a natural part of the whole.

Application

Send your application and CV to [email protected].

The deadline for applications is February 28, selection is ongoing and the position may be filled before the application deadline.

Start date March 2 or by agreement.