Conference Sales Coordinator

Banff Centre for Arts and Creativity; Banff; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a Conference Sales Coordinator to provide exceptional administrative support to its Conferences department. This role involves engaging with clients, coordinating sales activities, and ensuring seamless conference operations. The ideal candidate will possess strong communication skills, proficiency in Microsoft Office, and a keen eye for detail. Join a creative environment that values teamwork and innovation, and enjoy the benefits of professional development opportunities and a supportive workplace culture.

Benefits

Transitional staff housing options

Employee Assistance Program

Professional development opportunities

Staff cafeteria and restaurant discounts

Discounted onsite fitness facility

Qualifications

• At least one year of experience in hospitality, preferably in sales or conferences.
• Advanced proficiency in Microsoft Office required.

Responsibilities

• Serve as the first point of contact for inquiries and manage departmental activities.
• Handle administrative duties for the sales team and prepare reports.

Skills

Verbal Communication

Written Communication

Organizational Skills

Time Management

Problem Solving

Education

Experience in Hospitality

Proficiency in Microsoft Office

Experience with Adobe Creative Suite

Tools

Microsoft Office

Adobe Creative Suite

Visual One

Job description

Conference Sales Coordinator

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”), and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nation – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy, including the Siksika, Piikani, and Kainai Nations. We recognize that this territory is also home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We honor all Nations who live, work, and play here, helping us steward this land and celebrating this place.

The Opportunity

The Conference Sales Coordinator provides administrative support to the Conferences department. The role involves delivering high-quality client service, coordinating departmental activities, managing daily reception duties, and supporting the day-to-day operations of the conferences department.

This position requires an in-depth working knowledge of all core areas of Conference operations and services, as well as a sound understanding of other areas of Banff Centre.

Roles and Responsibilities

The Conference Sales Coordinator reports directly to the Director of Conferences. Key responsibilities include:

• Serving as the first point of contact for incoming telephone inquiries and conference emails, making decisions and solving problems as needed
• Creating and maintaining department filing systems
• Preparing weekly, monthly, and annual reports
• Providing positive, resourceful, and thoughtful service to internal and external customers, including communication and follow-up

Sales Coordination

• Handling administrative duties for the sales team, including generating and distributing correspondence, contracts, proposals, and bid documents
• Generating cost analyses and budget estimates for group bookings
• Creating and managing bookings, processing deposits, facilitating information flow, and administering space requests
• Coordinating sales trips, including travel arrangements, trade show registration, and sales call research

Conference Services Coordination

• Preparing and distributing correspondence, proposals, and contracts for conference programming and meeting architecture products
• Assisting with conference programming setup and maintaining communication with facilitators to ensure all requirements are met
• Supporting Conference Services Managers with Conference Management Packages, including organizing name tags, conference kits, registrant lists, and registration desk support
• Reviewing Group Resume Forms for accuracy and formatting
• Managing welcome packages, meal tickets, and other administrative requirements
• Facilitating internal meeting requests, including inquiries, bookings, and liaising with relevant departments

Marketing Coordination

• Ordering and maintaining marketing inventory such as sales collateral, brochures, guides, and promotional items
• Liaising with the marketing lead on all conference marketing materials, sales tools, and content
• Assisting in developing and implementing sales and marketing tools, including flat sheets, presentations, documents, and promotions, with input from the marketing lead and Managing Director, Sales

Qualifications and Educational Requirements

• At least one year of experience in hospitality, preferably hotel front office, sales, or conferences
• Advanced proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint) is required
• Experience with Adobe Creative Suite is an asset
• Experience with Visual One property management software is an asset
• Excellent verbal and written communication skills
• Ability to manage multiple conflicting priorities in a fast-paced environment
• Strong organizational and time-management skills
• High accuracy and attention to detail

Employment Terms and Benefits

• This is a unionized, hourly support staff position under CUPE 4318, with a 500-hour probationary period
• Pay rate is $21.42 per hour for up to 35 hours per week
• Benefits include:
• Transitional staff housing options (subject to availability)
• Employee Assistance Program
• Professional development opportunities
• Staff cafeteria and restaurant discounts
• Onsite fitness facility at a discounted rate, with the first month free for new staff

Application Process

• Applications are accepted until a suitable candidate is found
• Final candidates must obtain a criminal record check before receiving a final offer
• Candidates must be legally eligible to work in Canada; Banff Centre does not assist with work authorization