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Meetings and Events Hotel Coordinator

1 month ago

Montreal Quebec GF, CA Encore Corporate Travel Full time

About Encore Corporate Travel

At Encore Corporate Travel, our mission is simple yet powerful: to provide every person we touch with a moment of happiness. With over three decades of unwavering commitment to travel management, Encore Corporate Travel has become a distinguished name in the industry. Drawing upon our extensive experience, we've developed cutting-edge technology in-house, tailored to address the specific challenges faced by companies. This technology empowers us to automate intricate business processes, ultimately reducing effort for every user and elevating the overall traveler experience.

Our people remain at the heart of our mission, leveraging their industry insights and expertise to create personalized, exceptional travel solutions. We’re not just a travel management company; we’re a team dedicated to crafting happiness, one moment at a time, starting with our own people.


Position Overview

We are seeking an experienced Meetings and Events Hotel Coordinator to manage hotel and venue sourcing, negotiate contracts, and ensure seamless event execution. In this role, you’ll be the go-to expert for all things related to venue management and attendee logistics.


This is a remote position based in Montreal.


Note:

This job description is intended to convey information essential to understanding the scope of the role. It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with this position.


Key Responsibilities:

Main tasks:

  • Conduct comprehensive event sourcing to identify hotels and meeting spaces and ground transfers that align with event needs and budgets.
  • Negotiate event contracts to secure the best rates, terms, and conditions.
  • Utilize a venue sourcing platform to create and manage RFPs, monitor negotiation progress, and demonstrate value-added benefits to clients.
  • Ensure seamless synchronization between travel systems, and internal communication platforms.
  • Coordinate attendee accommodations, and transfers, tracking details and handling last-minute changes
  • Build and manage detailed Excel/Smartsheet spreadsheets to monitor event logistics, attendee registrations, and hotel block performance.
  • Maintain a high level of organization to manage multiple events and deadlines simultaneously.
  • Serve as the primary liaison between event stakeholders and venues to ensure smooth communication and execution.



Do you have what it takes?

If you're organized, self-motivated, and excel in venue sourcing and contract negotiations, this role is for you. Key qualifications include:

  • 3–5 years of experience in event sourcing and contract negotiation is required.
  • Strong understanding of event sourcing software and attendee management tools.
  • Exceptional organizational skills with the ability to manage multiple projects simultaneously in a fast-paced environment.
  • Highly motivated to work independently, with minimal supervision, while delivering exceptional results.
  • Excellent communication skills, a proactive mindset, and the ability to anticipate needs and adapt to changing circumstances.
  • Strong problem-solving skills, with the ability to diagnose and resolve technical issues efficiently.
  • Excellent communication and collaboration skills to work with cross-functional teams and external vendors.
  • Knowledge of data security and compliance standards related to travel and event management technology.
  • Bilingual proficiency in English and French is preferred.


What We Offer:

  • A competitive salary and benefits package.
  • Fully remote work opportunities with flexibility to accommodate your needs.
  • Health coverage that includes mental health support, virtual medicine, dental, and more.
  • Life & Disability Insurance.
  • Travel perks.
  • Internet/Connectivity allowance.
  • Company-provided IT equipment.
  • Flexible hours to support work-life balance.
  • RRSP Program.


Join Us

If you’re ready to make an impact in a growing organization where you can advance your career, we’d love to meet you Apply today and start your journey with


We appreciate your interest and taking the time to apply. Unfortunately, due to the high volume of applicants, only those selected will be contacted but you can follow us on LinkedIn to stay up to date on future opportunities


Encore Corporate Travel is an Equal Opportunity Employer and strictly prohibits discrimination of any kind. We believe that great ideas can come from anywhere. We are committed to building the best team possible and all employment decisions are based on business needs, job requirements and individual potential and qualifications, without regard to race, color, age, religion, socioeconomic status, orientation, gender identity, national origin or disability.