Remote Client Services Coordinator – Venue Sourcing

Strategic Site Selection; Canada; Hybrid; USD 35,000 - 40,000; Full time

Benefits offered by this job

Benefits package

Life insurance

Employee Assistance Program

Flexible schedule

Work from anywhere

Paid time off

Job summary

Strategic Site Selection is seeking a Client Services Coordinator to support the House Account Team through the site selection process, ensuring an impeccable client experience.

You will create RFPs, summarize hotel proposals, and research destinations and venues. You will organize site inspection itineraries, review contracts, and manage CRM data while delivering professional responses and contributing to templates and tools.

Qualifications

• Post-secondary diploma in a relevant field or equivalent experience.
• 2+ years in a similar meetings/events/hotel role.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, especially Outlook and Teams.

Responsibilities

• Support Key Account Managers to optimize sales procedures.
• Create and summarize hotel proposals, research destinations using Cvent.
• Organize site inspection itineraries including travel arrangements.
• Review contracts and assist with negotiating guestrooms and meeting space terms.
• Maintain CRM data entry and digital filing; respond to inquiries professionally.
• Produce briefing papers, reports and presentations as needed.

Skills

Customer service

Organization

Communication

Microsoft Office

Outlook

Teams

Education

Post-secondary diploma

Tools

Salesforce

Cvent

Microsoft Office

Job description

Who We Are and What We Do
Founded in 2005, Strategic Site Selection is Canada's leading independent hotel and venue sourcing company. We help organizations find and book the right hotels and venues for their meetings, conferences, and incentive travel. We handle sourcing, proposals, contract negotiation and more, saving our clients time and money. Our clients range from large national associations to Fortune 500 corporations and beyond.

As an extension of our services, Sandbox Events specializes in delivering a comprehensive range of customizable event management and support services tailored to meet our clients' unique needs. Our SSS services are provided to clients at no cost, while our SBE services are offered for a fee. Together, these services provide clients with a single, trusted partner throughout the entire event lifecycle, from the initial venue search through to event execution.

Across both companies, our business thrives on our people, and our six core values shape how we work together: be accountable, act ethically, own your expertise, fiercely persevere, connect authentically and lead with positivity.

Who We're Looking For

In keeping with Strategic Site Selection's mission to provide The Best Site Selection Experience, the Client Services Coordinator will support the House Account Team (a group of Account Managers) throughout various stages of the site selection process, while ensuring an impeccable client experience along the way.

What You'll Do

• Actively support the Key Account Managers (KAMs) in ways that optimize procedures
• Assist with various stages of the sales cycle: checking in with clients before, during and after programs as needed, and assigning and actioning tasks such as monitoring pickup, initiating and managing partner referrals, and tracking and entering data in Salesforce
• Create RFPs, accurately summarize hotel proposals, and research destinations, venues and hotels using Cvent
• Organize and create site inspection itineraries, including travel and accommodation
• Assist with reviewing contracts and help negotiate guestroom rates, meeting space, terms and liabilities with hotels
• Answer and respond to phone calls, emails, inquiries and other requests from suppliers (and clients as needed) in a professional and timely manner
• Produce documents, briefing papers, reports and presentations as needed
• Maintain the CRM, including data entry, updating contact information and digital filing
• Help create and improve the House Account Team's tools and resources, adding value by contributing to better templates, procedures and more
• Ensure a seamless and positive client experience at every step of the site selection process, and beyond
• Occasionally attend site inspections, off-site supplier meetings and industry events
• Grow with the role, which will keep developing as the organization grows

What You Bring

Required

• Post-secondary diploma in a relevant field, or an equivalent combination of education and experience
• 2+ years of experience in a similar role in the meetings and events and/or hotel industry
• Intermediate to advanced proficiency in Microsoft Office, particularly Outlook and Teams
• Strong attention to detail
• Strong organizational and time management skills, with the ability to recognize and meet deadlines in a fast-paced work environment
• Exceptional client service, follow-through and timely responses
• Proven ability to work well both in a team and independently
• Excellent written and verbal communication skills

Nice to have

• Experience with Salesforce and Cvent (a huge asset)
• Bilingual in English and French
• Based in Ontario

Job Type

• Employment type: Full-time, permanent
• Location and work model: Remote
• Hours: Monday to Friday, 8 a.m. to 4 p.m. or 9 a.m. to 5 p.m. ET, 40 hours per week
• Travel: Occasional travel for industry and internal meetings
• Reports to: Associate Director, Account Management
• Start date: As soon as possible
• Existing vacancy: Yes

Compensation

$50,000 – $57,000 per year, depending on experience.

Benefits and Perks

• Comprehensive benefits package, including extended health, dental and vision care
• Life insurance
• Employee and Family Assistance Program
• Flexible schedule
• Work from anywhere
• 15 days of paid time off upfront (not accrued), moving to an unlimited time-off policy after one year of successful service
• Extra paid day off for your birthday
• And more!

How to Apply

Interested? Apply through BambooHR today! We thank all interested applicants; however, only qualified candidates will be contacted. If you interview with us, we'll let you know the outcome within 45 days. We do not use AI tools to screen or assess applications.

Our Commitment

Strategic Site Selection is an equal opportunity employer. We welcome applicants of all backgrounds. Accommodations are available at every stage of hiring. Contact [e-mail] to request one.