Sales and Events Coordinator Open Collapsible Content

2 months ago

Edmonton, Canada Explore Edmonton Corporation Full time

About the Position

The Edmonton Convention Centre, Sales and Client Services Team is looking for a proactive, passionate, and independent individual to join our team as our Sales and Events Coordinator. This position is a full-time salaried position. Reporting directly to the Senior Sales Manager, the Sales & Events Coordinator is an ambassador for the City of Edmonton and for our award-winning venue, becoming an integral part of the Sales & Events Team.

The Sales & Events Coordinator role is responsible for exceptional customer service and requires a candidate that is self-driven with exceptional attention to detail and strong solution finding skills.

The key responsibilities for this position include:

  • Provide assistance to the Sales & Events team and Director, Sales
  • Assist with scheduling, coordinating & bookings of Internal & corporate meetings
  • Assist with Reception coverage as needed
  • Follow departmental SOPs and be actively involved with departmental meetings for new and improved processes.
  • Manage the departments SOPs and ensure they are up-to-date
  • Ensure prompt, accurate completion of any assigned special projects
  • Maintain and update ECC Team Sharepoint page
  • Sales Inbox Management – assist with client inquiries
  • Qualify incoming calls, forward lead to relevant team member
  • Provide assistance for all department contracts, and proposal preparations
  • Ensure all proposal and contracts are accurately completed in a timely manner
  • Participate and provide minutes for Bi-Weekly team meetings
  • Event Deposit follow-up
  • Assist with Event Invoicing, Reconciliations and Settlements
  • Monthly & Quarterly reporting
  • Assist Director, Sales & Events, Sales and EM’s with necessary reports. Including, but not limited to: Weekly Listing of Events, Weekly Activity Report, Contract Status report, sending report for sales managers for follow-up, Event Booking conflicts & New Business reporting
  • Ensure appropriate Sales & EM team members are aware of outstanding deposits/contracts
  • Maintain Customer Relationship Management (CRM) system to ensure critical customer data is maintained and enhanced to produce leads
  • Perform any additional duties or undertake special projects as assigned
  • Assisting potential clients on finding appropriate date and space for them, sending menus and other documents
  • Act as Project lead on research and planning assistance for client events for sales initiatives
  • Conduct Client/ Community site tours
  • Work closely with Sales team and Marketing Department on team initiatives and marketing materials including invites, handouts, and banners/signage
  • Prospect and solicit potential customers to advertise on venue LED screens

The ideal candidate will have:  

  • Post-secondary diploma or certificate in related field is an asset
  • 1-2 years relevant experience working in a fast paced office environment
  • Experience in the hotel or hospitality industry, meeting planning or convention servicing background preferred
  • Excellent organizational skills with a high level of attention to detail, and the ability to manage and prioritize multiple tasks
  • Superior communication, interpersonal and customer service skills
  • Ability to work independently in a multi-task environment, as well as within a team environment
  • Highly proficient in MS Office Suite, particularly working excel spreadsheets and various databases/CRMs
  • Uphold our service standards, ensuring all guests have a positive experience while in our building and while interacting with our staff
  • Promote and actively participate in the health and safety culture, providing a positive workplace environment for all employees, contractors, clients and patrons
  • Professional, well-organized, able to maintain confidentiality and able to work well both independently and within a collaborative team environment
  • The ability to adapt well to change and new ideas that are introduced
  • Always maintains professional appearance and attitude
  • Expectation to respond to client and supplier inquiries within 24 business hours
  • Skill set in a venue management system considered an asset
  • Ability to function under pressure


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