Wedding Sales Coordinator

The Wedding Sales Coordinator plays an essential support role within our Wedding Sales team, working closely with the Wedding Sales Manager and Wedding Specialist to curate and execute elevated wedding experiences at Hotel X Toronto, Destination by Hyatt. The ideal candidate is impeccably organized, passionate about weddings, and committed to exceptional service - predominantly focused on wedding sales administration, and stepping in during peak summer months to support planning and execution. This role is ideal for someone who has strong administrative skills with a few years of experience in hospitality and is eager to gain comprehensive exposure to all aspects of wedding sales, planning and execution, building a strong foundation for a successful career in luxury hospitality events.

As the rhythm of the year shifts between wedding sales activity and event delivery, the Wedding Sales Coordinator contributes meaningfully across all stages of the wedding venue journey—helping bring each couple’s distinctive vision to life with precision and care.

- Provide refined, detail-oriented administrative support to the Wedding Sales Manager

- Assist with site visits

- Prepare Proposals and Contracts and internal documentation with precision and adherence to hotel standards.

- Maintain accurate client files and digital records to support a seamless handoff and continuity throughout the planning process.

- Manage calendars, schedule site visits and appointments, and support follow-up communication with professionalism and efficiency.

- Assist in tracking key booking data, and updating internal systems to ensure department accuracy.

- Create, update, and maintain event floorplans in accordance with health and safety standards and operational requirements.

- Ensure prompt and professional communication, prioritizing same day follow up (during business hours) for internal and external communications

Internal Coordination (as needed during peak summer months)

- Supporting the Wedding Specialist, liaise with internal teams including; Banquets, Culinary, Front Desk and Security—to distribute wedding details and updates in a timely manner

- Attend internal meetings to support communication, readiness, and alignment across departments.

- Monitor event milestones and deadlines, ensuring all deliverables are submitted, approved, and communicated according to timeline.

Day-of Event Support (as needed during peak summer months)

- Provide administrative and operational support for wedding execution in collaboration with the Wedding Specialist.

- Assist with on-site coordination, vendor management, timeline adherence, and client service in collaboration with the Wedding Specialist and Banquets Manager.

- Support hotel showcase events, open houses, and seasonal initiatives through administrative preparation and coordination.

- Uphold the brand voice and service standards of Hotel X Toronto, Destination by Hyatt, throughout all written communication and client interactions.

Qualifications

3-5 years of wedding experience in a hotel or related industry; experience within a luxury hotel environment is an asset.

Excellent and accurate, communication skills; both verbal and written.

Driven by sales targets to ensure catering revenue goals are met.

Lead with elegance and an anticipatory mindset, to deliver five-star service.

Must adapt to the unique needs of each client. Must be able to multitask and prioritize departmental functions to meet deadlines.

Must work well in stressful, high-pressures situations with the ability to diffuse conflict.

Previous experience in catering, event sales or convention services/event planning an asset.

Respond to all new leads within 24 business hours.

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