Conference Sales Coordinator

The Opportunity

The Conference Sales Coordinator provides administrative, sales and service support to the Conferences department. This role is critical in assisting to drive revenue by providing exceptional customer service, coordination and support of all aspects of sales and services activities, coordination of marketing activities and a variety of other tasks pertaining to the day-to-day operations of the conferences department. This role is critical in ensuring accurate and timely execution of all conference financial processes, including; billing, invoicing, collections and daily financial reconciliation.

This position must maintain an in-depth working knowledge of all core areas of Conference operations and services, in addition a sound working knowledge of all other areas of Banff Centre.

Roles and Responsibilities

The Conference Sales Coordinator will report directly to the Director of Conferences.

Below are some key accountabilities:

• First point of contact for all incoming telephone inquiries and general conference emails, with a moderate level of decision making and problem solving required in relation to these inquiries
• Creates and maintains department filing systems
• Weekly, monthly and annual reporting as required
• Extend positive, resourceful, and thoughtful service to both internal and external customers, including communication and follow up as required

Sales Coordination

• Administrative duties for the sales team including generating and distributing correspondence, contracts, proposals and bid documents
• Generating cost analysis and budget estimates for group bookings
• Creating and maintaining bookings, including processing deposits, facilitating information flow and administration of space requests
• Coordination of sales trips such as travel arrangements, trade show registration and sales call research

Conference Services Coordination

• Preparation and distribution of correspondence, proposals, and contracts for all facets of conferences programming and meeting architecture products
• Assist with the coordination and set up of any conference programming requirements, including maintaining strong communications with facilitators to ensure that all program requirements are in place
• Assist Conference Services Managers with Conference Management Packages, including assistance with organizing name tags, conference kits, registrant lists and registration desk support
• Review Group Resume Forms for accuracy and formatting
• Administration of welcome packages, meal tickets amongst other conference services administrative requirements
• Facilitation of internal meeting requests including answering inquiries, completing booking and liaising with required departments

Marketing Coordination

• Ordering and maintaining marketing inventory including sales collateral, brochures, guides and promotional items
• Liaison with marketing lead on all conference marketing material, sales tools and content
• Assist in developing and implementing sales and marketing tools such as flat sheets, presentations, documents and promotions with input from the marketing lead and Managing Director, Sales

Qualifications and Educational Requirements

• At least one year of experience working in hospitality, preferably hotel front office, sales, or conferences.
• Advanced knowledge of Microsoft office including Excel, Outlook, Word and PowerPoint is required.
• Experience working with Adobe Creative Suite is an asset.
• Experience working with Visual One property management software is an asset.
• Excellent verbal and written communication skills
• The ability to deal with multiple and often conflicting priorities in a fast-paced and ever changing environment.
• Highly-developed organizational and time-management skills
• High standards of accuracy and attention to detail

Employment Terms and Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500-hour probationary period.
• This position pays $21.42 per hour working up to 35 hours per week on a regular schedule.
• Benefits of working at Banff Centre are:Employee Assistance ProgramProfessional developmentStaff cafeteria and restaurant discountsOnsite fitness facility at a discounted rate - first month free for new staff!