Tour Sales Coordinator

Sun Peaks Grand Hotel & Conference Centre; Sun Peaks Mountain Resort Municipality; On-site; CAD 47,000 - 57,000; Full time

Benefits offered by this job

Lift/golf passes

Paid vacation

Benefits plan

RRSP/DPSP

Job summary

Sun Peaks Grand Hotel & Conference Centre is seeking a Tour Sales Coordinator to support FIT and group bookings, managing reservations, rooming lists, and group events. You will coordinate with tour operators, keep accurate records, and act as onsite liaison for Tour Leaders in a fast-paced mountain resort environment.

Ideal candidates bring hospitality experience, strong communication, and multitasking abilities, with a knack for problem solving and cross-team collaboration in a dynamic setting.

Qualifications

• Experience in hospitality, room reservations, hotel operations, sales, or administration.
• Tour and Travel trade knowledge is an asset.
• Proficient in Microsoft Office; Opera PMS knowledge is an asset.
• Strong verbal and written communication skills.
• Analytical, organized, and able to multitask with deadlines.
• Able to work independently and with teams.
• Shift flexibility for group demands.
• Highly organized with keen attention to detail.
• Strong interpersonal and customer service skills.
• Influential, cross-team collaboration.
• Quick, creative problem-solving and initiative.
• Ability to learn, adapt in a fast-paced environment.

Responsibilities

• Monitor and respond to inquiries in the Tour inbox promptly.
• Create, manage, and amend reservations with accurate details and billing.
• Prepare Pro-formas for Tour Operators and verify billing.
• Understand and enforce contracts, terms, and rates.
• Confirm or deny reservations and offer alternatives.
• Track deposits and prepaid reservations.
• Track and follow up on Traces in the system.
• Assist with Stop Sells and manage waitlists.
• Handle phone and email inquiries and route to managers as needed.
• Organize all Tour Groups for Winter and Summer seasons.
• Be onsite contact for Tour Leaders/Directors.
• Input rooming lists accurately.
• Manage cancellations and amendments.
• Create Tour Folders and ensure documents are included.
• Create BEOs and floorplans with mealtimes and attendees.
• Assist with billing, catering needs, and events.
• Confirm bag-pull and porterage services.
• Create and distribute BEOs, Group Resumes, and Recaps.
• Create Proformas and rooming lists for Tour Operators.
• Post-departure billing adjustments.
• Attend events with the Tour and Travel Sales Manager.

Skills

Hospitality

Reservations

Sales

Administrative

Tour Travel know-how

Communication

Multitasking

Teamwork

Problem solving

Tools

Opera PMS

Microsoft Office

Job description

As Tour Sales Coordinator at Sun Peaks Grand Hotel & Conference Centre, you’ll be at the heart of creating seamless and memorable experiences for our tour travelers and groups. More than an administrative role, this position is about relationship-building, problem-solving, and teamwork. You’ll work closely with tour operators, group leaders, and hotel departments to coordinate group and individual reservations, manage pre-arrival arrangements, and ensure every detail comes together for a successful stay. If you thrive in a fast-paced environment, enjoy bringing people and plans together, and take pride in making things run smoothly behind the scenes, this is your opportunity to make a meaningful impact on our guests’ experiences while being part of a collaborative team.

Compensation Information: $52,000 per annum

Physical Requirement

Light; work activities involve handling loads up to 10kg; predominantly in an indoor setting.

This job position requires physical presence at the designated location.

The Perks And Benefits You’ll Get To Enjoy

• Winter/Summer Season Lift, Trail and Golf passes
• Initial entitlement to three weeks of paid vacation
• Benefits plan and additional wellness components, including Health Spending Account and EFAP
• Participation in our RRSP and matching DPSP programs
• Company supported training and professional development opportunities
• Dining discounts within our hotel & Resort-owned outlets
• Retail discounts in our Resort-owned outlets
• Friends and family rates at the Sun Peaks Grand Hotel
• Reciprocal programs with partnering ski areas & hotels
• Eligibility for our ‘Pay for Performance’ incentive bonus program (after qualifying period), awarded to top performers

Skills You Bring With You

• Previous experience in hospitality, room reservations, hotel operations, sales, or administrative fields.
• Tour and Travel trade knowledge and experience an asset.
• Proficient computer knowledge, especially Microsoft Office, and knowledge of Opera PMS an asset.
• Strong verbal and written communication skills.
• Must have strong analytical, organizational, and administrative skills to multitask and handle multiple time-sensitive deadlines and priorities simultaneously.
• Ability to follow instructions, and work both independently and collaboratively.
• Flexibility to work shifts depending on group demands and needs.
• Highly organized and ability to multi-task with keen attention to detail.
• Strong communication, interpersonal, and customer service skills.
• Influential skills to work collaboratively across teams and departments.
• Quick and creative problem-solving skills and willingness to take initiatives.
• Ability to learn, adapt, and be efficient in a fast-paced environment.

Primary Responsibilities

Support FIT Bookings

• Monitor and respond to all inquiries in the Tour inbox in a timely manner.
• Create, manage, and amend reservations, ensuring correct names, dates, rates, rate codes, packages, specials, routing, payment methods, facility schedulers, and alerts.
• Create Pro-formas for Tour Operators and ensure correct billing.
• Understand and reinforce contracts and contracted rates, terms, and conditions.
• Confirm or deny reservations and offer alternatives.
• Monitor and track deposits and prepaid reservations.
• Track and follow up on Traces in our system.
• Understand Stop Sells and assist in managing them.
• Assist in managing waitlist reservations.
• Process all incoming phone and email inquiries and communicate them to the Tour and Travel Sales Manager and/or Reservations Manager accordingly.

Support Tour Group Bookings

• Organize all Tour Groups for the Winter and Summer seasons.
• Be the onsite contact for Tour Leaders/Directors.
• Input rooming lists and ensure correct names, dates, rates, packages, specials, requests, and routing.
• Manage cancellations, adjustments, and amendments, after inputting the rooming list.
• Ensure the Comment/Note section of the block is kept up to date.
• Create Tour Folders with high accuracy, and ensure all documents are included.
• Create BEOs and floorplans with accurate mealtimes, locations, attendees, dietary restrictions.
• Assist with billing, storage space set-up, welcome events, and any other catering needs.
• Confirm bag-pull and porterage service with Tour Leaders/Directors to ensure a smooth arrival and departure processes.
• Create and distribute BEOs, Folders, Group Resumes, and Group Recaps in a timely manner to all involved departments.
• Create Proforma’s and hotel-generated rooming lists for the Tour Operators, to confirm group details.
• After group departure, ensure billing is correct for rooms and food & beverage charges, and make any necessary adjustments prior to providing the folder to accounting.
• Conduct SITES and attend events with or on behalf of the Tour and Travel Sales Manager.

Why join us?

We are Canada’s second-largest ski area and a passionate team committed to providing the finest mountain resort experience to our guests.

Our people are at the heart of what we do, making a difference to our guests and our workplace every single day. That’s why we invest in the employee experience; to ensure everyone can be at their best and live our values.

No matter who you are, or your career journey to date, once you join the team at Sun Peaks, you’ll get to feel part of our special community right away. You and your wellbeing matter to us; you’ll have plenty of opportunities to grow and learn, as well as enjoy everything our beautiful mountain resort has to offer. In return, we expect you to be passionate about working together to create special memories for our guests, while taking care of our precious environment for others to enjoy into the future.

We are an equal opportunity employer, committed to building a diverse and inclusive culture, and encourage applications from all qualified individuals.

We acknowledge that we live, work, and play on the traditional territory of the Secwépemc People.