Coordinator, Conference Sales & Services

Job Title: Coordinator, Conference Sales & Services
Department: Conference Sales
Position Status: Full Time, Year Round

About Tourism Whistler

We are the official marketing and sales organization for the resort of Whistler, British Columbia - also known as the best place in the world, if you ask us - and we are proud to call this place home. As a not-for-profit, member-based organization, we are also the people behind the operations of the Whistler Conference Centre, Whistler Golf Club, Whistler Visitor Centre, and Whistler.com Central Reservations.

We love where we live and we bring that energy and passion to everything we do. We're a team of collaborative, mountain-loving individuals and we show up and achieve great things professionally and personally. Creating a positive and fulfilling experience for our team is high on our list of priorities. And we're proud to be a workplace that requires respect for our people, our partners, and our environment. Because the people make the place, and this place is pretty special. 

What We Offer

Position Summary

The Coordinator, Conference Sales supports the fulfillment of Tourism Whistler’s goals and objectives through developing and maintaining strong relationships with clients. This position involves both sales and operational aspects of the conference business, supporting the management teams in meeting client needs and enhancing the overall sales and services experience. 

All employees act as a Tourism Whistler ambassador, living our purpose and vision with passion & energy, achievement and respect. Further job details are listed below.

Key Responsibilities (Conference Sales)

• Support the development and maintenance of sales prospects, assist the Sales Manager(s) with the solicitation of additional meeting/conference sales and coordinate client follow up
• Assist in coordinating and preparing sales missions and trips, arranging sales calls, preparing for trade shows and presentations, and coordinating logistics 
• Deliver familiarization tours and site inspections for visiting clients in coordination with the Manager, Conference Sales, including hosting events, preparing presentations, and negotiating rates
• Build and maintain strong relationships with members, industry partners, the community, meeting, conference and incentive travel sectors 
• Assist in trade shows/events, host where applicable, and conduct sales meetings and presentations to clients
• Maintain the client and account database, following up on business opportunity leads
• Research market trends and clients’ programs, providing insights as a resource for internal and external clients
• Assist with budget planning and forecasting reports
• Act as a member liaison to strengthen working relationships with industry partners
• Draft and finalize contracts, following up with clients as needed
• Provide general administration and project support as required

Secondary Responsibilities (Conference Services)

There will be times when the Sales Coordinator will be required to fulfil duties to support the Conference Services operation. This cross-over requirement adds depth within the Coordinator role and ensures the department effectively meets changing priorities and workloads. Conference Services responsibilities may include:

• Manage room booking for internal Tourism Whistler departments, including AV and Food & Beverage requirements
• Ensure accuracy of the daily reader board and room signage 
• Distribute BEOs, change logs and floor plans to the respective departments
• Update the Conference Service website/online menu up to date, including Amadeus 
• Provide on-site coverage during events, festivals, and group bookings
• Collect and distribute client surveys
• Prepare and distribute monthly reports to departments and partners
• Take minutes for facility operations meeting minutes and distribute to the operations teams
• Assist the leadership team with other administrative and project needs as required

Knowledge, Skills & Abilities

• Minimum of two years' experience in a tourism/hospitality sales role
• Excellent communication skills with a strong sense of customer service
• Organized, detail orientated and able to work under pressure efficiently with a high volume of tasks
• Highly motivated, enthusiastic and willing to take on new challenges and risks
• Excellent team player, with the ability to work with various stakeholders
• Knowledge of tourism industry
• Hotel and Delphi/Amadeus experience an asset
• Previous marketing background an asset including experience with: Photoshop, HTML, direct email management, digital assets, social media, etc.
• Flexible with hours of work to support client service outside of regular hours