Coordinator, Conference Sales

Job Title: Coordinator, Conference Sales
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

We like to make work meaningful and to live life fully. Join the team at Tourism Whistler and be part of a fun, supportive organization that truly values work-life balance. We're looking for people who want to make the most of the unique Whistler lifestyle and share our values of passion, energy, achievement, and respect.

A few ways that we walk the talk:

Culture & Connection

• Bi-monthly all staff events and departmental team building (the fun kind, we swear)
• Dogs in the office
• Fun, supportive, and collaborative team environment
• Meaningful health benefits for employees and their dependents, including an Employee Assistance Program and a wellness app (hello, Headspace)
• A wellness fund to support your health and recreation in Whistler. Think ski/snowboard or bike park pass, yoga or gym memberships, golf lessons, or other wellness offerings that support your well-being
• An annual Health & Wellness calendar with wellness offerings to prioritize mental health and well-being

Flexibility

• Nine-day fortnight schedule offering work-life balance and time to enjoy the beauty of Whistler!
• 3 weeks' paid vacation as a starting point

Starting Salary Range: $50,000 - $54,000 annually. This is the starting base range for this role and may vary based on a candidate's job-related knowledge, skills, and experience. Over and above the base salary and the benefits highlighted above, this position is also eligible for an incentive bonus of up to 5% of the annual salary.

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 fulfill 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 oriented 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

Posting Closing Date: Thursday, November 21, 2024. Closing date is subject to change based on applicant volume, so don't miss this opportunity and apply today!