Event Sales Coordinator

at  Ace Hotel Toronto

Begin at the beginning. Ace Hotel Toronto seeks kind, curious and industrious humans to join our family.
Ace Hotel Toronto is our first-ever spot in Canada, built from the ground up in the heart of the Fashion District, near St. Andrew’s Playground Park. Our civic hub here is animated by a legacy of homegrown magic, spurred by ingenious types with off-the-wall ideas who’ve long made the multicultural mosaic of this city their home — from Queen West and Chinatown to the famed Horseshoe Tavern and on down to the shimmering shores of Lake Ontario.

SUMMARY

The Events Sales Coordinator is responsible for overseeing the sales process and coordination of events within the hotel. This role involves working closely with clients to understand their needs and preferences, coordinating with various departments to ensure seamless execution of events, and actively participating in sales activities to drive revenue growth. The Events Sales Coordinator must possess excellent communication and organizational skills, as well as the ability to multitask and work effectively under pressure. This role requires a proactive and customer-focused approach to ensure client satisfaction and successful event outcomes.

ESSENTIAL QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to satisfactorily communicate in verbal and written English with guests, leadership, and peers to their understanding.
• Prioritize and organize work assignments, have timely follow up and execution.
• Have superb time management skills.
• Maintain complete knowledge of all hotel services/features and hours of operation.
• Other language, mathematical, and reasoning abilities as outlined below.
• Ability to comply with physical demands as outlined below.
• Knowledge and understanding of Atelier & Ace culture & initiatives.
• Technologically sound with Microsoft Office applications.
• Ability to compute basic mathematical calculations.

REQUIRED EDUCATION AND/OR EXPERIENCE

Previous F&B reservations experience required. Individual should be a Highschool Graduate and/or have a combination of experience that provides the required knowledge, skills, and ability to effectively fulfill the requirements of this job description. Bachelor’s degree preferred. Previous experience in a hotel setting preferred.

LANGUAGE, MATHEMATICAL, AND REASONING ABILITIES

Candidate must meet the following cognitive abilities:

• Ability to understand guests’ service needs & requests.
• Ability to acknowledge guests’ requests in a polite manner.
• Ability to clearly communicate in verbal and written English (additional foreign languages are encouraged and preferred).
• Ability to apply logical thinking and understanding to carry out written and oral instructions.
• Ability to address and solve problems involving guest and operational issues.
• Ability to compute basic mathematical calculations.

Job Type: Full-time
Pay: From $27.00 per hour

Additional pay:

• Bonus pay

Benefits:

• Company events
• Dental care
• Disability insurance
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site gym
• Paid time off
• RRSP match
• Vision care
• Wellness program

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In perso

CORE FOCUS & ESSENTIAL RESPONSIBILITIES

Qualified candidates must be able to satisfactorily complete the following responsibilities. Other duties may be assigned.

• Answer all reservations, F&B extensions, and emails in a friendly and timely manner. When processing emails or listening to callers, ensure a clear understanding of their inquiries and requests. Promptly provide accurate information regarding availability and other requested information.
• Maintain reservation request process and inventory controls for all reservations, semi-private and private rooms, as needed, to maximize revenue and meet guest needs.
• Assist in preparing events contracts.
• Act as the liaison for groups between client and hotel once a group has gone definite.
• Collect all menu details, meeting room setups, refreshment break needs, postings, and any other additional needs of the client to ensure a successful event at the property (Prepare BEO’s)
• Pass leads/enquiries to ensure follow-ups, as necessary once qualified.
• Input all activities in the system, including but not limited to the preparation of proposals, contracts and site inspections.
• Support the Sales Team while they are out of the office.
• Compile all event checks for each group while at the hotel.
• Management of dining reservations system, including daily updates to table plotting and pacing limits, including FLOW bookings (10+ guests).
• Coordinate group reservations for Evangeline (10+ guests).
• Manage BEO administrative workflows: BEO packages to group specs, updates BEO board weekly and prints all menus.
• Qualifies group events bookings and obtains additional group specs information before quoting.
• Collaborate with our leadership team to create special experiences and manage and update as needed.
• Update system with daily availability in Alder and liaise with FO team regarding availability in each outlet.
• Opening Alder host duties, including daily confirmation calls. attending pre-shift to talk through reservations with the team and printing menus for each outlet where required.
• Confirm details for group bookings 48 hours in advance.
• Manage the wait-list and offer other suitable times and/or other venue options.
• Transfer phone calls as needed & requested.
• Briefly answer basic inquiries i.e. capacity, menu offerings, outlet information, etc.
• Resolve service disruptions and service recovery opportunities, such as delayed email response or missed messages using previous experience and good judgment.
• Maintain complete knowledge of all hotel services/offerings/programming/outlet details and hours of operation.
• Maintain current and accurate knowledge of events happening in the surrounding area / city.
• First point of contact on both inquiry emails, send templates with special events info to relevant guests and pass on information to Sales team.
• Update both Alder and Evangeline websites with any changes, including menu changes or hours of operation.
• Bi-weekly response to all online reviews. Flag any potential recoveries to appropriate Outlet Leader.
• Weekly outreach to local businesses to increase awareness and visibility of F&B offerings.
• Act as liaison between PDR guests and leadership, welcome PDR guests in person and be the first point of contact.
• Assist in training new hosts, with specific focus on reservations system functions and our reservation policies.
• Assist other departments such Sales and Front Office with reservations-related inquiries and/or support.

In addition to the core focus & responsibilities, the candidate is expected to complete the following duties:

• Assist in other duties as deemed necessary by the hotel.
• Maintain daily communication with the Food & Beverage, Front Office and Revenue Management teams.
• Maintain an open line of communication between guests, team members, and leadership

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to satisfactorily communicate in verbal and written English with guests, leadership, and peers to their understanding.
• Prioritize and organize work assignments, have timely follow up and execution.
• Have superb time management skills.
• Maintain complete knowledge of all hotel services/features and hours of operation.
• Other language, mathematical, and reasoning abilities as outlined below.
• Ability to comply with physical demands as outlined below.
• Knowledge and understanding of Atelier & Ace culture & initiatives.
• Technologically sound with Microsoft Office applications.
• Ability to compute basic mathematical calculations