Events Enthusiast/events Coordinator

6 months ago

Toronto, Canada Canopy by Hilton Toronto Yorkville Full time

**What an exciting time to weave a new fabric into the vibrant neighbourhood of downtown Toronto**

**Say hello to Canopy by Hilton Toronto Yorkville Canada’s **_first_** Canopy by Hilton.**

Canopy by Hilton, Hilton's first lifestyle brand, is a place in the neighbourhood to relax and recharge, offering simple guest-directed service, comfortable spaces, and thoughtfully local choices.

Culture is key at Canopy, with team members known as **“friendly enthusiasts,”** that engage guests, always going above and beyond, to make stays memorable and thoughtful. Relationships with area partners showcase Canopy’s expertise in local know-how, crafting unique experiences tailored for every guest.

Attention to detail and an energetic environment ensures Canopy’s **“Positively Yours” **service culture is a kept Brand promise, delivering a consistent **“Positive Stay,” **where memories are made, and comfort is guaranteed.

**Canopy by Hilton Toronto Yorkville **is a** **184-room hotel with a restaurant, street-level café, and over 3500 sq ft of meeting space, located in one of the most exclusive and sought-after areas of downtown Toronto, Canada.

**Position Title**: Events Enthusiast - Events Coordinator

**Reports To**: Director of Sales & Marketing/Lead Sales Enthusiast

**Job Overview**: Performs general clerical and administrative duties to fulfill the needs of the Events Department.

**Position Summary of Duties and Responsibilities**:
Handle all administrative functions of the Hotel events. (i.e., contract preparation, filing, scanning, faxing, answering phone calls and inquiries, organizing incoming and outgoing mail, completing departmental monthly reports, V.I.P. form preparation, showroom coordination, distribution of agreements, managing office supplies, introduction, and regret letter preparation, etc.)
- Respond to client calls and special requests and obtain final details, dates, times, and hotel room and meeting room requirements. Regularly follow up with clients and maintain accurate and updated information.
- Resolve requests and/or complaints to the satisfaction of the guest; inform the supervisor of major problems, complaints, disturbances, or dissatisfied clients. Investigate and respond to issues daily.
- Assist with reporting and updating merge agreements in Delphi. fdc, entering turned down business, changes in menus and other updates to the system.
- Prepare site - information sheet for showrooms, signs
- Prepare sales kits and maintain collateral supplies
- Promote teamwork and quality service through daily communication and coordination with other departments. Coordinate details with other departments such as VIP amenities, special requests, or other service needs or special handling.
- Handle walk-in inquiries and direct sales inquiries to the appropriate sales manager
- Maintain and co-ordinate sales programs and procedures (i.e., create flyers/fact sheets, company of the month, Wholesale stopover, sports, tour, creative packages, creative sites, sales kits)
- Create and distribute Sales and Events duty calendar monthly
- Identify and qualify prospective business from both existing and potential client base for the sales manager to close
- Support the Events Department with daily and weekly reports and BEO distribution. Filing, Internal meetings and other duties.
- Assist Sales managers in organizing FAM’s and client events. May coordinate outside vendor service’s needs (floral displays, audio/visual, etc.) where appropriate. Regularly follow up to ensure set-up requirements meet client needs.
- Process Meeting Planner Hilton Honors points for clients.
- Perform other duties as assigned (guest room tours, property tours, special guest requests, maintaining calendars, etc.)

**Qualifications and Requirements**:
Post-secondary school degree/diploma, in a sales or business discipline, from an academic institution is preferred.
- Two or more years of experience working in a hotel, clerical, or sales role.
- Knowledge of Hilton OnQ PMS and Delphi.fdc a plus
- Strong English oral and written communication skills
- Friendly and hospitality-focused
- Attention to detail
- Planning and organizational abilities
- Proficient in the use of Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook, SharePoint)
- Ability to work under pressure in a fast-paced, stressful environment

This job requires the ability to perform the following:

- Frequently standing up and moving about the facility
- Type at least 50 wpm; proficient PC skills; Carrying or lifting items weighing up to 25 pounds
- Basic math skills are required.
- May be required to work nights, weekends, and/or holidays.

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