Events Coordinator

Sales and Events Coordinator

Reports To: Sales Manager

Location: Coast Kamloops Hotel & Conference Center & Offsite Catering Venues

Department: Sales & Events

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Position Overview

The Sales and Events Coordinator is responsible for selling and coordinating both corporate and social events for CATERING + VENUE twelvefifty. This includes managing bookings and details for events at the Coast Kamloops Hotel & Conference Center, TABLE twelvefifty, and various offsite catering venues.

The role involves organizing a wide range of functions such as weddings, anniversaries, birthday parties, meetings, holiday parties, and retirement celebrations.

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Core Responsibilities

Sales & Client Relations

• Develop strong relationships with both new and existing clients.
• Proactively identify and pursue sales opportunities to meet departmental goals.
• Respond to client inquiries via phone, email, or walk-ins in a timely and professional manner.
• Understand client needs and recommend the most suitable venue or package.
• Follow up on outstanding leads and quote requests to secure bookings.
• Promote services and generate leads to grow catering and events sales.
• Participate in planning and coordination of fundraising and sponsored events.

Event Coordination

• Plan and execute all event details including menu planning, room setup, and AV needs.
• Coordinate with kitchen, restaurant, and banquet staff to ensure seamless execution.
• Maintain accurate records of event details and client preferences.
• Review feedback and pass-on notes to continuously improve future events.
• Follow up with client's post-event to assess satisfaction and gather testimonials or referrals.

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Daily Responsibilities

• Manage and respond to daily inquiries for onsite and offsite catering quotes.
• Be available in the Sales Office during core business hours (Monday to Friday, 8:30 AM – 5:00 PM).
• Occasionally meet with clients outside regular hours, if necessary.
• Communicate effectively with team members, including the Sales Manager, regarding any uncertainties or complex requests.
• Maintain updated knowledge of all venue spaces, catering packages, and pricing structures.
• Review event reports to ensure a high standard of execution and client satisfaction.

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Weekly Responsibilities

• Attend weekly Banquet Event Order (BEO) meetings with the Sales Team, Kitchen, Restaurant, and Banquet Managers.
• Print and distribute finalized BEOs for the upcoming week.
• Meet with the Sales Manager to review workload, performance, and progress toward sales targets.
• Collaboratively set action plans and strategies to attract new clientele and improve service delivery.

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Ongoing Responsibilities

• Stay familiar with all banquet and meeting spaces.
• Provide feedback and suggestions to the Sales Manager on:

o Operational improvements

o Menu ideas

o Client concerns or recurring issues

• Assist and support other team members as needed.

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Skills & Qualifications

• Strong sales and customer service abilities.
• Excellent written and verbal communication skills.
• Highly organized with strong time management and multitasking capabilities.
• Proficient in Microsoft Office and capable of learning industry-specific software.
• Team-oriented with the ability to work independently when needed.
• Comfortable in a dynamic, fast-paced work environment.

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Work Schedule

• Full-time: Monday to Friday, 8:30 AM – 5:00 PM.
• Occasional after-hours or weekend meetings with clients, as required.

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Compensation & Benefits

• Annual Salary: $47,840 ($23.00/hour based on a 40-hour workweek)
• Incentive Pay: 0.5% on team sales
• Vacation Pay: 4% of gross wages, banked for use as paid time off
• Vacation Entitlement: Two weeks annually, typically available after one year of service (flexibility may be discussed)
• Pay Schedule: Semi-monthly, on the 7th and 22nd

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Probation & Benefits

• Probationary Period: 3 months
• Health Benefits: Eligible upon successful completion of probation; a detailed benefits package will be provided separately.

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Additional Information

This is a fast-paced role that requires flexibility, initiative, and the ability to handle multiple priorities simultaneously. Success in this role depends on a strong understanding of the relationship between time invested and sales outcomes. As the Coast Kamloops Hotel and CATERING + VENUE twelvefifty continues to grow, the scope of this role may evolve accordingly.