Hilton Whistler Resort & Spa Sales & Catering Coordinator Contract in Whistler, BC

Hilton Whistler Resort & Spa

Branch Whistler BC CA

Sales & Catering Coordinator
Whistler, BC

Enter group rooming lists, block tentative and definite groups, enter group recaps, and adjust any changes as necessary….

Job Title: Sales & Catering Coordinator – 12 Month Contract

Department: Sales

Reporting Relationships: Director of Sales & Marketing

Hours of Work: Salaried position


The Sales Coordinator is an administrative support position, responsible for the coordination of all shared administrative duties of the Sales office, including effectively supporting and assisting the Director of Sales & Marketing, Group Sales Managers, Tour and Leisure Sales Manager and the Conference Services Manager. The Sales Coordinator role supports and is responsible for the coordination of either the GSM sales portfolio or the TLM/CSM sales portfolio. Additional responsibilities for this role included fielding incoming phone calls, maintaining office and client files, creating gift certificates and timely generation of appropriate reports and other duties as required.


· Must be able to speak, read, write, and understand English

· Impeccable grooming; professional phone and email etiquette, based on current hotel policies.

· Education: High school or equivalent education required. Hospitality Certificate /Diploma preferred as a minimum.

· Minimum 2 years hotel experience.

· Ability to keep all sales department information fully confidential

· High degree of knowledge in Delphi, OnQ, and Microsoft Suite, including Power Point.

· Past Coordinator experience an asset.

Core Competencies

Quality Focused – Detail orientated and accuracy within all assignments.

Multitasking -Ability to work for a number of individuals and prioritize workloads effectively.

Adaptability -Willingness to learn and adapt to change

Self-Motivation -Ability to work with minimal supervision and independence within a fast paced environment.

Flexibility -Ability to remain flexible to changes in a fast paced environment.

Interpersonal Skills – Ability to work and provide support within a fast paced and cohesive team.

Primary Duties

1. Manage existing client database as per Sales Manager direction.

2. Assist in shared administrative support for the Sales office which includes but not limited to answer telephones, direct calls, take and relay messages, maintain office equipment and supplies, ensure the Sales office is cleaned and tidy.

3. Produce group contracts, proposals, meeting minutes and other correspondence.

4. Enter group rooming lists, block tentative and definite groups, enter group recaps, and adjust any changes as necessary.

5. Maintain an adequate inventory of completed Sales Kits.

6. Keep an accurate log of purchase orders.

7. Maintain OnQ traces for Sales Managers, which prompt for follow up with clients with the front desk team.

8. Attend and share in the minute duties for the weekly departmental meeting with the entire Sales team.

9. Maintaining inventory of brochures, collateral and office supplies.

10. Handling of communication mailings, thank you letters, emails and invitations for sales portfolio and the Hotel Executive as required.

11. Generating reports in Delphi, summarizing sales manager productivity, generate month and quart end reports and other reports as needed.

12. Conduct tours of the hotel and facilities, meeting with clients in the absence of the Sales Managers, CMS.

13. Follow up with clients for contract, proposals and rate agreements if required by a Sales Manager.

14. Assist Sales Managers with client responses and sending out proposals in their absence.

15. Complete lead responses for 3rd party websites and lead forms, such as Starcite, Cvent, Hotelplanner.com, Whistler.com, and Tourism Whistler & RRW.

16. Follow company policies & procedures as outlined in the Team Member Handbook.

17. Conduct bi-weekly reader boards walks of top competitive hotels.

18. Field inquiries and create charity donations, paid and complimentary gift certificates.

19. Assist with Banquet Event Orders for sites & FAMS.

20. Group checklist upon receiving a signed contract.

21. Assist booking Complimentary reservations for clients on behalf of Sales Managers and arrange appropriate amenity.

22. Understand and work in accordance with Occupational Health and Safety mandates.

22. Provide other Coordination support as required.

24. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

Job Type: Contract

Required experience:

  • hotel: 1 year

Required education:

  • Bachelor’s

or proceed with Standard Application Form.

Employment Type: Freelance
Location: Whistler, BC, CA
Posted on: 2018-03-15
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