Sales and Planning Coordinator - Incentive Travel

Wynford; Toronto; Hybrid; CAD 60,000 - 65,000; Full time

Benefits offered by this job

Total Compensation: competitive salary

Dog-Friendly Office

Time Off including winter closure and

Professional Development

Wellness programs

Bonuses & incentives

Work-Life Balance with in-office days

Travel opportunities

Exclusive team events

Job summary

Wynford is seeking a Sales & Planning Coordinator to convert early-stage ideas into compelling client-ready proposals. You’ll join Sales and Planning & Product Solutions, coordinating timelines, gathering supplier inputs, and supporting destination research from sourcing to handover to Operations.

The base salary is $60,000–$65,000 CAD annually. You’ll work across teams to balance deadlines, organize information, and craft polished materials that win business while expanding your knowledge of

Qualifications

• One or more years of experience in events, hospitality, travel, sales support, or meetings and incentive travel.
• Exposure to sourcing, planning, pre-sale proposal development, or supplier coordination.
• Experience preparing client-facing presentations, budgets, comparisons, or project documentation.

Responsibilities

• Coordinate inputs, timelines, and deliverables for pre-sale opportunities from initial brief through proposal completion.
• Support Sales Directors and Product Buyers in producing accurate, complete, client-ready materials.
• Issue RFPs, collect proposals from hotels, DMCs, and experience providers, and organize responses.
• Build room blocks, program grids, and experience options balancing creativity, cost, and feasibility.
• Gather quotes, update cost models, and track assumptions, inclusions, exclusions, and risks.
• Maintain CRM data and organize proposal documentation for handover after a program is confirmed.

Skills

Proposal coordination

Research & sourcing

Budget & cost awareness

Clear communication

Tool proficiency

Participant-focused judgment

Tools

Microsoft Excel

PowerPoint

Google Workspace

CRM software

Job description

At Wynford, we create transformative live and digital experiences that strengthen cultures and drive results for Fortune 100 and emerging clients. From global incentive travel and large events to experiential workshops and product launches, we deliver best-in-class events rooted in empathy, collaboration, and relentless innovation. Our passion lies in valuing every voice, fostering ownership, and designing with the end-user at heart.

About the Role

We’re hiring a Sales & Planning Coordinator to help turn early-stage ideas into accurate, compelling, client-ready proposals. You’ll work across Sales and Planning & Product Solutions, coordinating timelines, gathering supplier inputs, supporting destination and product research, and keeping proposal details organized from initial sourcing through handover to Operations. On any given week, you might be issuing hotel or DMC RFPs, comparing proposals, building room blocks and program grids, collecting quotes, updating cost models, maintaining CRM data, or preparing presentation content for a client opportunity.

The base salary range for this role is $60,000 - $65,000 annually.

This Role Is a Strong Fit If...

• You enjoy working across teams and can balance priorities from multiple stakeholders without losing sight of deadlines.
• You can turn a broad brief and many supplier inputs into organized, polished, client-ready information.
• You are curious about global destinations, hotels, experiences, and what makes a program memorable for participants.
• You take ownership of details, follow up consistently, and flag risks before they affect a proposal.
• You want to build commercial, sourcing, and planning skills in a fast-paced, proposal-driven environment.

This Role May Not Be a Fit If...

• You are looking primarily for on-site event execution rather than pre-sale research, sourcing, budgeting, and proposal work.
• You prefer to work independently and find frequent collaboration, follow-up, or changing priorities frustrating.
• You dislike spreadsheets, detailed comparisons, or quality-checking information from multiple sources.
• You need every process to be fully defined; this role requires comfort with ambiguity and helping improve how work gets done.

Key Responsibilities

Proposal coordination and sales support

• Coordinate inputs, timelines, and deliverables for pre-sale opportunities from initial brief through proposal completion.
• Support Sales Directors and Product Buyers in producing accurate, complete, and client-ready materials.

Supplier sourcing and program development

• Issue RFPs, collect hotel, DMC, and experience-provider proposals, and organize responses into clear comparison formats.
• Help build room blocks, program grids, and experience options that balance creativity, cost, and feasibility.

Budget coordination and cost accuracy

• Gather quotes, update cost models, and track assumptions, inclusions, exclusions, and risks.
• Quality-check pricing inputs and flag gaps or inconsistencies before materials move forward.

Cross-functional coordination

• Keep Sales, Planning, Product, and Operations aligned on timelines, decisions, and next steps throughout the proposal lifecycle.
• Organize supplier details and proposal documentation for a clean handover once a program is confirmed.

Sales operations and reporting support

• Maintain accurate CRM, client, and proposal information and support scheduling, pipeline tracking, and reporting needs.
• Keep shared files and sales documentation organized, current, and easy for others to navigate.

Research and product knowledge

• Research destinations, hotels, suppliers, and experiences to strengthen proposals and support creative program development.
• Build current knowledge of industry trends, products, and supplier capabilities through continuous learning.

Experience That Will Be Helpful

• One or more years of experience in events, hospitality, travel, sales support, or the meetings and incentive travel industry.
• Exposure to sourcing, planning, pre-sale proposal development, or supplier coordination.
• Experience preparing client-facing presentations, budgets, comparisons, or project documentation.
• Working across multiple teams in a deadline-driven environment.

Skills That Matter Most

• Proposal coordination: You can manage many inputs, owners, and deadlines while keeping the final deliverable accurate and polished.
• Research and sourcing: You know how to gather relevant supplier and destination information, compare options, and summarize what matters.
• Budget and commercial awareness: You work carefully with quotes and cost models and understand how scope, assumptions, and supplier terms affect a proposal.
• Clear, timely communication: You ask focused questions, provide useful updates, and follow up with suppliers and internal partners professionally.
• Tool comfort: You’re confident using Microsoft Office or Google Workspace, particularly spreadsheets and presentation tools, and can learn new systems quickly.
• Participant-focused judgment: You consider the end experience while balancing client needs, cost, feasibility, and operational realities.

Trainable Skills (Nice to Haves)

• CRM and pipeline reporting
• Hotel, DMC, and supplier contract terminology
• Advanced proposal budgeting and cost reconciliation
• Incentive travel destinations, program design, and industry terminology

What We Offer at Wynford:

Total Compensation: Competitive salary with a comprehensive benefits package.

Dog-Friendly Office: Bring your furry friend to work for good vibes.

Time Off: Enjoy paid time off, including a winter holiday closure, birthday off, and additional personal time.

Professional Development: Access monthly training, industry memberships, and learning opportunities.

Wellness: Benefit from health & dental plans, fitness discounts, and an annual stipend for your wellness needs.

Bonuses & Incentives: Participate in a company-wide bonus structure and recognition programs like the BigWyns Awards.

Work-Life Balance: Hybrid flexibility with 2 days in-office, empowering you to own your schedule, with a weekly anchor day on Wednesdays where teams gather in-office to collaborate, brainstorm, and fuel our culture. For leadership roles, we emphasize in-person participation on Wednesdays to lead by example, nurture connections, and actively shape the Wynford experience.

Travel & Exploration: Opportunities to attend global FAM trips, tradeshows, and supplier events to fuel creativity and industry connections.

Extra Perks: Enjoy discounts on activities, retail stores, team lunches, fun off-site gatherings, and a culture that celebrates curiosity and collaboration.

We wish to thank all applicants in advance for your interest. Only those candidates selected for an interview will be contacted. Wynford is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process.

We value the diversity of the people we hire and serve. Diversity at this organization means fostering a workplace in which individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths.