Sales and Events Coordinator

at  Explore Edmonton Corporation

ABOUT US

We are Edmonton’s Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton’s award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre. We help tell Edmonton’s story, elevate the Edmonton experience, and drive inbound visitation and economic impact in the visitor economy.
Working together in a one-team approach aligned by our core values, Explore Edmonton’s business units’ market and sell Edmonton as a year-round destination to visit, work, and play in while also developing products and experiences that have a uniquely Edmonton flavour. And by incorporating the management of the city’s two award-winning venues into Explore Edmonton, we are uniquely positioned to attract major events, meetings, and conventions to our city, generating greater economic impact. While Explore Edmonton’s mandate is focused on generating inbound visitation, what we do and how we do it also enhances and amplifies the quality of life for Edmontonians. The people who live here are our greatest ambassadors, so making it easier for them to love our city makes it easier for us to sell it.
Managed by Explore Edmonton Corporation, the Edmonton Convention Centre and Edmonton EXPO Centre both work toward a vision of being among North America’s top-performing venues and achieve that vision through a commitment to positive social, environmental, and economic impact. As two of Edmonton’s largest and busiest venues, the Edmonton Convention Centre and Edmonton EXPO Centre have a combined 672,000 square feet and welcome more than 1.8 million visitors every year.

ABOUT THE POSITION

The Edmonton Convention Centre, Sales and Client Services Team is looking for a proactive, passionate, and independent individual to join our team as our Sales and Events Coordinator. This position is a full-time salaried position. Reporting directly to the Senior Sales Manager, the Sales & Events Coordinator is an ambassador for the City of Edmonton and for our award-winning venue, becoming an integral part of the Sales & Events Team.
The Sales & Events Coordinator role is responsible for exceptional customer service and requires a candidate that is self-driven with exceptional attention to detail and strong solution finding skills.

The key responsibilities for this position include:

• Provide assistance to the Sales & Events team and Director, Sales
• Assist with scheduling, coordinating & bookings of Internal & corporate meetings
• Assist with Reception coverage as needed
• Follow departmental SOPs and be actively involved with departmental meetings for new and improved processes.
• Manage the departments SOPs and ensure they are up-to-date
• Ensure prompt, accurate completion of any assigned special projects
• Maintain and update ECC Team Sharepoint page
• Sales Inbox Management – assist with client inquiries
• Qualify incoming calls, forward lead to relevant team member
• Provide assistance for all department contracts, and proposal preparations
• Ensure all proposal and contracts are accurately completed in a timely manner
• Participate and provide minutes for Bi-Weekly team meetings
• Event Deposit follow-up
• Assist with Event Invoicing, Reconciliations and Settlements
• Monthly & Quarterly reporting
• Assist Director, Sales & Events, Sales and EM’s with necessary reports. Including, but not limited to: Weekly Listing of Events, Weekly Activity Report, Contract Status report, sending report for sales managers for follow-up, Event Booking conflicts & New Business reporting
• Ensure appropriate Sales & EM team members are aware of outstanding deposits/contracts
• Maintain Customer Relationship Management (CRM) system to ensure critical customer data is maintained and enhanced to produce leads
• Perform any additional duties or undertake special projects as assigned
• Assisting potential clients on finding appropriate date and space for them, sending menus and other documents
• Act as Project lead on research and planning assistance for client events for sales initiatives
• Conduct Client/ Community site tours
• Work closely with Sales team and Marketing Department on team initiatives and marketing materials including invites, handouts, and banners/signage
• Prospect and solicit potential customers to advertise on venue LED screens

The ideal candidate will have:

• Post-secondary diploma or certificate in related field is an asset
• 1-2 years relevant experience working in a fast paced office environment
• Experience in the hotel or hospitality industry, meeting planning or convention servicing background preferred
• Excellent organizational skills with a high level of attention to detail, and the ability to manage and prioritize multiple tasks
• Superior communication, interpersonal and customer service skills
• Ability to work independently in a multi-task environment, as well as within a team environment
• Highly proficient in MS Office Suite, particularly working excel spreadsheets and various databases/CRMs
• Uphold our service standards, ensuring all guests have a positive experience while in our building and while interacting with our staff
• Promote and actively participate in the health and safety culture, providing a positive workplace environment for all employees, contractors, clients and patrons
• Professional, well-organized, able to maintain confidentiality and able to work well both independently and within a collaborative team environment
• The ability to adapt well to change and new ideas that are introduced
• Always maintains professional appearance and attitude
• Expectation to respond to client and supplier inquiries within 24 business hours
• Skill set in a venue management system considered an asset
• Ability to function under pressure

• Provide assistance to the Sales & Events team and Director, Sales
• Assist with scheduling, coordinating & bookings of Internal & corporate meetings
• Assist with Reception coverage as needed
• Follow departmental SOPs and be actively involved with departmental meetings for new and improved processes.
• Manage the departments SOPs and ensure they are up-to-date
• Ensure prompt, accurate completion of any assigned special projects
• Maintain and update ECC Team Sharepoint page
• Sales Inbox Management – assist with client inquiries
• Qualify incoming calls, forward lead to relevant team member
• Provide assistance for all department contracts, and proposal preparations
• Ensure all proposal and contracts are accurately completed in a timely manner
• Participate and provide minutes for Bi-Weekly team meetings
• Event Deposit follow-up
• Assist with Event Invoicing, Reconciliations and Settlements
• Monthly & Quarterly reporting
• Assist Director, Sales & Events, Sales and EM’s with necessary reports. Including, but not limited to: Weekly Listing of Events, Weekly Activity Report, Contract Status report, sending report for sales managers for follow-up, Event Booking conflicts & New Business reporting
• Ensure appropriate Sales & EM team members are aware of outstanding deposits/contracts
• Maintain Customer Relationship Management (CRM) system to ensure critical customer data is maintained and enhanced to produce leads
• Perform any additional duties or undertake special projects as assigned
• Assisting potential clients on finding appropriate date and space for them, sending menus and other documents
• Act as Project lead on research and planning assistance for client events for sales initiatives
• Conduct Client/ Community site tours
• Work closely with Sales team and Marketing Department on team initiatives and marketing materials including invites, handouts, and banners/signage
• Prospect and solicit potential customers to advertise on venue LED screen