Sales and Events Coordinator | Contract | The Westley Calgary

Why Join Us?

As a Tapestry Collection Hotel by Hilton, The Westley Calgary Downtown Hotel is Calgary’s newest boutique hotel with a modern take on Calgary’s wild west roots and we are currently looking for dynamic people to join our team! 

The Westley Hotel is currently looking for a hard-working team player to fill the temporary 6 months+ contract position with a possibility of extension 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.

Your Role:

Reporting to the General Manager and Director of Sales & Marketing, the Sales & Events Coordinator:

• Respond to all incoming phone calls and handle inquiries, ensuring inquiry intake forms are completed accurately and forwarded to the appropriate salesperson.
• Prepare proposals and contracts as required by the Director of Sales, ensuring deadlines are met (within 24 hours).
• Create inquiry and prospect bookings in Delphi and other applicable property booking systems on behalf of the Director of Sales.
• Act as the main point of contact for event inquiries, managing client relationships from the initial inquiry and contract stage through to event execution and departure.
• Contract small groups and events (anything under 15 rooms per night).
• Coordinate all post-contract servicing requirements, including:
• Building Special Rate Plans and assigning inventory.
• Entering rooming lists or tracking booking links.
• Confirming setup styles and Food & Beverage requirements with clients.
• Completing Banquet Event Orders (BEOs).
• Acting as the onsite client contact.
• Execute group business contracts received from the Director of Sales, including all related servicing requirements.
• Collect deposits and prepayments for upcoming group and event bookings.
• Finalize client billing and issue invoices within five business days following the event or group departure.
• Conduct post-group follow-ups and prospect for future events.
• Lead all event-only inquiries (without guestrooms), serving as the main client contact from inquiry through departure.
• Prepare corporate negotiated rate agreements.
• Record corporate negotiated rate accounts in Delphi and track monthly account production.
• Conduct competitive rate shop calls.
• Maintain full product knowledge of The Westley Hotel and competing hotels within the portfolio.
• Liaise with brand associates and manage incoming leads.
• Assist the Director of Sales with team-building events.
• Source pricing for giveaways, printing, and other promotional materials.
• Prepare site inspection communications and VIP notices, ensuring they are distributed to the appropriate departments for execution.
• Participate in meetings as required.
• Ensure all lead distribution channels for The Westley Hotel (e.g., CVENT, Lanyon) are updated with current hotel information.
• Handle outstanding deposits and refunds.
• Manage, convert, and distribute definite business contracts to the appropriate hotels and departments.
• Ensure consistent communication between hotel leaders.
• Prepare daily, weekly, monthly, quarterly, and annual reports as required.
• Manage and convert inbound sales inquiries from all channels and forward new leads developed through networking and contacts to the appropriate team members.
• Assist in implementing promotional projects within assigned market areas to increase sales volume and profitability.
• Attend events and assist with organizing sales missions and sales blitzes as required.
• Act as the point of contact for newly confirmed business and in-house bookings, as required.
• Perform various administrative duties for Sales & Catering, including billing, reporting, following up on rooming lists, and client follow-ups.
• Manage and update Delphi templates related to The Westley Hotel.
• Obtain competitors' menus and marketing collateral annually for all market segments.
• Assist the Director of Sales with registrations for sales missions, trade shows, and other related events.
• Perform other duties as assigned by the reporting manager.

Your Superpowers

• Primarily work Monday to Friday during regular business hours, with flexibility to arrive earlier or stay later based on business needs. On occasion, evening, overnight, weekend, or holiday work may be required.
• Serve as the main point of contact for drop-in site visits, sales inquiries, and on-site guest and client requests.
• Provide friendly, attentive, and timely customer service, taking ownership of requests through resolution and coordinating with the appropriate hotel departments as needed.
• Assist with basic audiovisual setup and troubleshooting in accordance with training and established hotel procedures, including connecting presentation devices, checking display and sound connections, and escalating technical issues beyond basic support.
• Work in a shared office environment.
• Attend regular meetings with various hotel teams and company leaders.
• Be able to sit for prolonged periods throughout the workday.
• Occasionally lift items weighing up to 30 lbs.
• Work in a fast-paced and constantly evolving industry with high performance demands.
• Demonstrate swift strategic thinking and the ability to execute project strategies under pressure.
• Require continual use of manual dexterity and gross motor skills, including frequent use of bi-manual dexterity and fine motor skills.

What You Bring to the Table

• 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;
• Respond promptly to guest and client needs, adjust priorities as event requirements change, and maintain accuracy and composure while managing competing requests. Demonstrate a willingness to learn new systems, hotel procedures and practical event-support skills, and apply training in day-to-day work.
• 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.

Why You'll Love Working Here

• At SHG, our people come first. With 600+ team members, our mantra of “You Matter” resonates through everything we do—from engagement to retention.

• Culture you’ll love—fun, recognition, authentic, and vibrant.
• Top-tier benefits—including Scholarship Opportunities, RRSP matching, wellness credits, team events, recognition, and hotel stay discounts.
• A chance to shape the success of our hotels.
• Full commitment to inclusivity, equality, and accessibility.

Ready to Stand out & make your mark?

If you’re someone who thrives on creativity, strategy, and making a meaningful impact—let’s talk!

Apply now and help us write the next bold chapter in Calgary’s hospitality scene.

About The Westley Calgary Downtown, Tapestry Collection by Hilton

https://thewestleyhotel.com/

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, unexpect 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.

About Us

https://www.silverhotelgroup.com/

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.

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.