Sales and Event Planning Administrator

3 days ago

King City, Ontario, Canada Kingbridge Centre Full time

Position Summary
:

The Kingbridge Centre is seeking a Sales and Event Planning Administrator who is highly productive, responsible, organized, and a team player who thrives in a busy multi-tasking environment.

Essential Duties and Responsibilities

Sales Administration

Duties:

  1. Answer guest/client inquiries and forward to the appropriate Sales Manager/s handling the account.
  2. Check on the availability of guest rooms and function space in the absence/support of the Sales Manager.
  3. Responsible for proper and timely activity entry in Delphi, including: Data entry and all Weekly, Bi-weekly, Month-end, Quarterly and Year-end Reports.
  4. Prepare and send out proposals/contracts in support of Sales Managers.
  5. Coordinate with other departments when gathering details, if necessary prior to handing the file to Planning.
  6. Handle special details and changes of status with complete proper documentation.
  7. Alternate lunch, break hours and Environmental Conservation Manager duties with Sales Coordinators and/or other designated Administrative Staff to ensure proper office coverage.
  8. Answer, qualify and direct incoming phone calls in a friendly and efficient manner, ensuring accuracy of telephone messages taken. Response time to direct leads calls should be 2 hours.
  9. Organize function files once received from sales and distribute the file to Conference Planners, Accounting & Reservations in an accurate and timely manner.
  10. Enter and create an account file in Five Star & update with folio number.
  11. Ensure confirmed direct billing account through Five Star as and when required.

Conference Planning Administration

Duties:

  1. Prepare daily, weekly and monthly planning department reports such as: event details, last-minute client event revisions, contractual guestroom release form (30/60), and VIP amenity forms.
  2. On a weekly basis, merge, organize and distribute to operational departments upcoming conference event orders (client logistical details) for upcoming weeks.
  3. On a weekly basis, organize and update the master planning binder, which includes all client event details and ensure all client changes are accurately represented.

Specifications/Qualifications

  1. Demonstrable proficiency in sales account software system-Opera, Microsoft Office, Excel; internet literacy.
  2. Ability to work with a team or independently.
  3. Ability to deal with a high volume of work with multiple demands and critical timelines.
  4. Must have excellent interpersonal skills and organizational ability.
  5. Excellent listening, verbal and written communication skills.
  6. Good interpersonal, decision-making, and time management skills.
  7. Personal grooming, punctuality and attendance.
  8. Continual learner.

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