Sales and Reservations Coordinator

Bella Coola Heli Sports Inc; Bella Coola; On-site; CAD 42,000 - 60,000; Full time

Benefits offered by this job

Extended health benefits

Team-oriented office environment

Heli-skiing trips / lodge visits

Job summary

Bella Coola Heli Sports Inc in Whistler, BC, is seeking a Sales and Reservations Coordinator to deliver exceptional guest service and manage the reservation process from inquiry to planning. You will work with travel agents and guests, ensuring accurate notes in the system to support lodge operations.

This full-time role emphasizes communication, organization, and timely responses, with a daily focus on delivering a personalized experience and meeting sales targets.

Qualifications

• Professional communication and guest relations experience preferred.
• Strong organizational and time-management abilities.
• Attention to detail in reservations and billing processes.

Responsibilities

• Handle guest and travel-agent inquiries to convert to bookings.
• Maintain accurate booking schedules and notes in WebRez Pro.
• Manage communications with Travel Trade partners from inquiry to pre/post trip.
• Achieve sales targets by growing reservations and revenue.
• Oversee guest invoicing and balances per company policies.

Skills

Communication skills

Guest relations

Time management

Organizational skills

Planning skills

Professionalism

Tools

WebRez Pro

FlyWire

Job description

* Must currently live in the Squamish/Whistler/Pemberton area, no staff housing available*

Reports To

Sales and Reservations Manager

Job Overview

Bella Coola Heli Sports operates in the glaciated wilderness of BC’s central coast. We provide world-class skiing in the winter, and connect our guests with incredible wilderness adventures in the summer. Our enthusiastic team is dedicated to perfecting the travel experience through the highest standards of hospitality. With our central office located in Whistler, our Sales and Reservations team works hard to support the operations and our team out in the field. The Sales and Reservations Coordinator will be responsible for providing guests and travel agents with the highest level of customer service and creating a personalized experience throughout the reservation and pre-trip planning process.

Exceptional communication skills, strong organizational skills and effective time management are a must for this position.

About the role

• Full time, year-round long-term role
• Full time position is 40 hours per week with potential flexibility in scheduling once training is completed to enjoy Whistler’s winter and summer activities.
• Access to extended health benefits
• Fun, team-oriented office environment.
• Potential for heli-skiing trips and summer visits to the lodge.

Essential Job Reservations

• Guest Communication – Field all new booking inquiries, answering all necessary questions with the goal of converting the inquiry to a booking.
• Booking Schedule Management – Oversee accurate records as it relates to the ‘booking schedule’.
• WebRez Pro – Ensure all notes and records entered into WebRez are accurate, thus empowering the lodge and guiding staff to best deliver on the experience you sold.
• Travel Trade Inquiries – Managing communication with Travel Trade partners, from the initial inquiry to to pre and post trip.
• Sales Targets - Achieving growth and hitting sales targets by successfully managing the sales and reservations program.

Guest Invoicing

• Billing – Ensure all guest accounts are in good standing, ensuring deposits are invoiced and balances are collected in accordance with our policies.
• FlyWire – Carefully review open and outstanding balances/invoices in FlyWire, being proactive in keeping records/invoices current.

Guest Services

• Guest Communication - Answering all necessary questions and managing guest communication pre-trip
• Billing – Ensure all guest accounts are in good standing, ensuring deposits are invoiced and balances are collected in accordance with our policies.
• Lodge Coordination – Work closely with the Lodge Managers at our various locations, ensuring guest expectations are being met, and clearly communicating/preparing the team for incoming guests.
• Post Trip Follow-Up – Coordinate with office manager to collect post visit feedback, with particular focus to engage with guests that are interested in rebooking.

Policies and Whistler Office Expectations

• As a member of our Head Office team, the Sales and Reservations Coordinator is expected to show a high level of professionalism and ability to contribute to a working team environment. Work spaces must be kept orderly and tidy, as a courtesy to others in the space.
• Email: All communication with guests should be conducted via the applicable reservation inbox. In coordination with the Sales and Reservations Manager, these inboxes are expected to be monitored 7 days a week between 9am – 5pm. Should they be unable to monitor this email for 24hrs or more, an out-of-office autoreply should be imposed. An alternate point of contact should be presented in the OOO message. Personalized company email addresses should be used for internal communication within the organization only.

Required Skills

• In this role it is expected you will demonstrate a high-degree of professionalism as it relates to administrative work, communication skills, accountability, time management, organizational and planning skills, guest relations, discipline, accountability, knowledge, and the ability to exercise good judgement.

Schedule

Full Time - This is a salaried position with required work commitments expected to be a minimum of 40hrs per week, which may at times be in excess based on the needs of the business.