Sales and Events Coordinator

Introduction

The Westley Hotel is currently looking for a hard-working team player to fill the position of Sales & Event Coordinator. Reporting to the Director of Sales & Marketing at The Westley Hotel. The successful candidate is expected to be self-motivated, organized, accurate, efficient, and able to multi-task and meet stringent deadlines. The Sales Executive works as the department’s key Coordinator, taking care of all the details for client events, working to ensure internal processes are efficient, and supporting the Sales team with administrative duties.  The successful candidate is someone who can multi task like a pro, is quick to learn systems and holds themselves and others accountable, and most importantly, wants to work for a company focused on achieving success.

Duties and Responsibilities

Reporting to the Director of Sales & Marketing, The Westley Hotel, the Sales & Event Coordinator will:

• Responding to all incoming phone calls;
• Handle all inquiries with full completion of inquiry intake form – ensure attention to detail provided and directed to the appropriate seller for client;
• Prepare proposals and contracts as required by the Director of Sales, ensuring deadlines are met (guaranteed 24-hour period);
• On behalf of the Director, creates inquiry/prospect booking in Delphi (and alternative property booking system);
• Act as main point of contact for Event inquiries and work with client from point of contract to execution of event
• Contract small groups and events for clients (anything under 15 rooms per night)
• Once contracts are signed, execute the next steps relative to servicing the group, building Special Rate Plan and assigning inventory, entering rooming lists or tracking booking links, confirming setup styles and Food & Beverage requirements with the client, complete BEO and act as onsite contact for the client
• Execute contracts from DoS for group business, including the steps listed above
• Collect deposits and pre-payments due by upcoming groups and event bookings
• Finalize billing for the client and send out within 5 business day post event/group departure
• Conduct post-group follow up and prospect for future events
• This role will be the lead contact person for all Event only inquires without sleeping rooms and act as the clients main point of contact from time of inquiry to time of departure
• Prepare corporate negotiated rate agreements;
• Record all corporate negotiated rate accounts into Delphi with monthly volume account production;
• Complete competitive rate shop calls;
• Maintain full product knowledge of The Westley Hotel and portfolio competitive hotels;
• Liaison with Brand associates and incoming leads;
• Assisting DOS with Team building events;
• Sourcing pricing for giveaways, printing needs;
• Prepare site inspection communication and VIP notice and send to appropriate departments for execution;
• Participate in various meetings when required;
• Ensure of lead distribution channels for The Westley Hotel are updated with hotel information: ie: CVENT, Lanyon etc.;
• Handle outstanding deposit/refunds
• Manage, convert and distribute to appropriate hotels/departments Definite business contracts;
• Ensure communications are consistent between hotel leaders;
• Prepares daily, weekly, monthly, quarterly and annual reports as required;
• Mange and convert inbound sales inquiries from all channels, pass any new leads developed through contacts to appropriate team member;
• Assist in implementing promotional projects in assigned market areas to increase sales volume and profitability;
• Attend events and assist with organizing sales missions and blitzes when required;
• Point of contact for new closed business and in-house bookings, as required;
• Perform various administrative tasks in both Sales & Catering; including billing, reports, following up with rooming lists, client follow-ups;
• Manage/update Delphi templates related to The Westley Hotel;
• Obtaining competitor menus/collateral annually for all market segments;
• Assisting DoS with registering for Sales Missions, trade shows and other related events; 
• Other duties as assigned by reporting manager.

In addition to the core job requirements, skill sets and work-related experience; the ideal candidate will illustrate the ability and drive to:

• Drive the corporate culture, personifying it in daily interactions with both guests and team members;
• Be an engaging leader who is highly inclusive, inspiring and able to relate to all levels;
• Create a fun and supportive working environment where team members aspire to do what is right and are given the empowerment to execute.

Job Requirements

• 1-2 years of hospitality experience or comparable sales experience, hotel environment preferred;
• Proven experience maintaining guest/client relationships;
• Diploma or degree in Hospitality Management or Business, is a definite asset;
• Demonstrated ability to interact in a team environment with several divisions/departments;
• Excellent communication skills (written, verbal, listening);
• Strong computer skills, with knowledge of Microsoft Office and Hotel Property Management Systems is an asset;
• Organized, results orientated, proven time management skills and ability to work under pressure;
• Thrives in a fast-paced environment-maintaining composure and objectivity with guests and team members;
• Working in a shared office space(s); hotel/office environment
• Interacts/Communicates with guests, public and hotel teams. Speak confidently in public and facilitate presentations;
• Prolonged periods of standing and/or walking during peak operation periods;
• A fast paced and ever-evolving industry with high demands to perform;
• Continual use of manual dexterity and gross motor skills with frequent use of bi-manual dexterity and fine motor skills;
• Available to work varying shifts (morning, afternoon, some evening and weekends may be required), and overtime as required;
• Must be legally authorized to work in Canada.

About Us 

The Westley

We speak downtown, we talk mountains. We’re the symphony for stampeders and the stampede for the symphony. Elegant and down home, proper and wild, sensible and spirited. For dreamers, for doers, when you visit the Westley, un-expect the expected. Our building was born in Calgary’s business boom of the 1970s but has been transformed into a boutique hotel for modern travelers and local revelers. We are turning the west side of wild west Calgary into the place to be.

Silver Hotel Group

Silver Hotel Group (SHG) is a family-owned Canadian hotel investment, development, and management company. Our portfolio includes hotels in Canada and the U.S., and ranges from internationally branded full and select service hotels to independent and boutique hotels.

At SHG, our culture is fundamental to our success. Each empowered team member strives to exhibit passion, creativity, and fun every day. Together, we are dedicated to delivering exceptional experiences by living our core values as our road map: Accountability, Teamwork, Leadership, Diversity, Integrity, Giving, Fun, Recognition.

As we continue to grow, our mantra “You Matter” resonates with our 600+ team members in how we do business, which will continue to enhance engagement and retention.

Today, we look for new team members who demonstrate both aptitude and the passion to embrace and contribute to our Culture.

Help us build something exceptional! 

The Silver Hotel Group believes in outstanding hospitality and takes seriously its obligations under the Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are committed to respecting the independence and dignity of all persons by providing a barrier-free environment for all guests, colleagues, and job applicants. Accommodations are available upon request for all applicants with a disability throughout the recruitment process. Please contact Human Resources at 416-886-1706.

The Silver Hotel Group is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status or any other characteristics protected by law.