Conference Sales Coordinator

Job Description

The Opportunity

The Conference Sales Coordinator provides administrative support to the Conferences department. The position is accountable for a high level of client service, coordination of department activities, daily reception to the conference office and a variety of other tasks pertaining to the day to day operations of the conferences department.

This position must maintain an in-depth working knowledge of all core areas of Conference operations and services, in addition a sound working knowledge of all other areas of Banff Centre.

Roles and Responsibilities
The Conference Sales Coordinator will report directly to the Director of Conferences.

Below are some key accountabilities:

– First point of contact for all incoming telephone inquiries and general conference emails, with a moderate level of decision making and problem solving required in relation to these inquiries
– Creates and maintains department filing systems
– Weekly, monthly and annual reporting as required
– Extend positive, resourceful, and thoughtful service to both internal and external customers, including communication and follow up as required

Sales Coordination

– Administrative duties for the sales team including generating and distributing correspondence, contracts, proposals and bid documents
– Generating cost analysis and budget estimates for group bookings
– Creating and maintaining bookings, including processing deposits, facilitating information flow and administration of space requests
– Coordination of sales trips such as travel arrangements, trade show registration and sales call research

Conference Services Coordination

– Preparation and distribution of correspondence, proposals, and contracts for all facets of conferences programming and meeting architecture products
– Assist with the coordination and set up of any conference programming requirements, including maintaining strong communications with facilitators to ensure that all program requirements are in place
– Assist Conference Services Managers with Conference Management Packages, including assistance with organizing name tags, conference kits, registrant lists and registration desk support
– Review Group Resume Forms for accuracy and formatting
– Administration of welcome packages, meal tickets amongst other conference services administrative requirements
– Facilitation of internal meeting requests including answering inquiries, completing booking and liaising with required departments

Marketing Coordination

– Ordering and maintaining marketing inventory including sales collateral, brochures, guides and promotional items
– Liaison with marketing lead on all conference marketing material, sales tools and content
– Assist in developing and implementing sales and marketing tools such as flat sheets, presentations, documents and promotions with input from the marketing lead and
Managing Director, Sales