Event Sales Coordinator

5 days ago

Ancaster, Ontario, Canada Knollwood Golf Club Full time

Position Summary

The
Event Sales & Coordinator
is responsible for driving event bookings while planning, coordinating, and executing all aspects of on-site events. This role balances
sales, client relationship management, site tours, logistics, and day-of coordination
, ensuring each event runs seamlessly and meets Knollwood's high service standards.

The ideal candidate is highly organized, personable, sales-driven, and thrives in a fast-paced, guest-focused environment.

Key ResponsibilitiesEvent Sales & Client Relations

  • Respond to event inquiries via phone, email, and in-person in a timely and professional manner
  • Conduct on-site tours of Knollwood's event spaces (Harris Hall, Hitching Post Tent, outdoor areas, golf course)
  • Prepare and follow up on quotes, proposals, contracts, and deposits
  • Convert inquiries into confirmed bookings and contribute to event revenue targets
  • Serve as the primary point of contact for clients from booking through event completion

Event Planning & Coordination

  • Assist clients with event timelines, layouts, logistics, and vendor coordination
  • Coordinate details including room set-ups, rentals, décor, bar services, and staffing requirements
  • Maintain detailed event files and ensure all information is communicated to internal teams
  • Create event orders and schedules for staff, vendors, and management

Day-of Event Management

  • Be present on-site for events to oversee setup, execution, and teardown
  • Liaise with vendors, staff, and clients to ensure a smooth event flow
  • Troubleshoot and resolve issues professionally and efficiently in real time
  • Ensure events are executed according to contract and Knollwood standards

Administration & Team Collaboration

  • Maintain accurate event records, calendars, and documentation
  • Collaborate with golf operations, clubhouse staff, bar service, and management
  • Assist with post-event follow-up, client feedback, and invoicing where required
  • Support marketing and promotional efforts related to event bookings when needed

Qualifications & SkillsRequired Qualifications

  • 2+ years of experience in event coordination, event sales, hospitality, or a related field
  • Strong sales skills with the ability to convert inquiries into bookings
  • Exceptional customer service and interpersonal communication skills
  • Highly organized with strong attention to detail and time management abilities
  • Ability to manage multiple events and deadlines simultaneously
  • Comfortable working evenings, weekends, and holidays as required
  • Proficient in Microsoft Office and/or Google Workspace
  • Valid driver's license and reliable transportation

Preferred Qualifications

  • Experience coordinating weddings, corporate events, or golf-course events
  • Familiarity with event booking software, CRM systems, or POS platforms
  • Knowledge of food & beverage service and event logistics
  • Background in hospitality, tourism, or event management

Personal Attributes

  • Professional, confident, and personable demeanor
  • Proactive, self-motivated, and sales-focused
  • Calm and solution-oriented under pressure
  • Strong team player with the ability to work independently
  • Passion for delivering exceptional guest experiences

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