Sales and Events Coordinator Westley

Introduction

The Westley Hotel is currently looking for a hard‑working team player to fill the existing position of Sales & Event Coordinator
. This is a temporary contract role for a 12‑month period with possibility of extension. Reporting to the Director of Sales & Marketing at The Westley Hotel, the successful candidate is expected to be self‑motivated, organized, accurate, efficient, and able to multi‑task and meet stringent deadlines. This position works as the department’s key Coordinator, taking care of all the details for client events, working to ensure internal processes are efficient, and supporting the Sales team with administrative duties.

The successful candidate is someone who can multitask like a pro, is quick to learn systems and holds themselves and others accountable, and most importantly, wants to work for a company focused on achieving success.

• Handle outstanding deposit/refunds
• Respond to all incoming phone calls
• Handle all inquiries with full completion of inquiry intake form – ensure attention to detail provided and directed to the appropriate seller for client
• Prepare proposals and contracts as required by the Director of Sales, ensuring deadlines are met (guaranteed 24‑hour period)
• On behalf of the Director, create inquiry/prospect booking in Delphi and alternative property booking system
• Act as main point of contact for event inquiries and work with client from point of contract to execution of event
• Contract small groups and events for clients (anything under 15 rooms per night)
• Once contracts are signed, execute the next steps relative to servicing the group, building Special Rate Plan and assigning inventory, entering rooming lists or tracking booking links, confirming setup styles and Food & Beverage requirements with the client, complete BEO and act as onsite contact for the client
• Execute contracts from DoS for group business, including the steps listed above
• Collect deposits and pre‑payments due by upcoming groups and event bookings
• Finalize billing for the client and send out within 5 business day post event/group departure
• Conduct post‑group follow up and prospect for future events
• This role will be the lead contact person for all event inquiries without sleeping rooms and act as the client’s main point of contact from time of inquiry to time of departure
• Prepare corporate negotiated rate agreements
• Record all corporate negotiated rate accounts into Delphi with monthly volume account production
• Complete competitive rate shop calls
• Maintain full product knowledge of The Westley Hotel and portfolio competitive hotels
• Liaison with Brand associates and incoming leads
• Assist DoS with team building events
• Sourcing pricing for giveaways, printing needs
• Prepare site inspection communication and VIP notice and send to appropriate departments for execution
• Participate in various meetings when required
• Ensure lead distribution channels for The Westley Hotel are updated with hotel information (e.g., CVENT, Lanyon, etc.)
• Handle outstanding deposit/refunds
• Manage, convert and distribute to appropriate hotels/departments definite business contracts
• Ensure communications are consistent between hotel leaders
• Prepare daily, weekly, monthly, quarterly and annual reports as required
• Manage and convert inbound sales inquiries from all channels, pass any new leads developed through contacts to appropriate team member
• Assist in implementing promotional projects in assigned market areas to increase sales volume and profitability
• Attend events and assist with organizing sales missions and blitzes when required
• Point of contact for new closed business and in‑house bookings, as required
• Perform various administrative tasks in both Sales & Catering; including billing, reports, following up with rooming lists, client follow‑ups
• Manage/update Delphi templates related to The Westley Hotel
• Obtain competitor menus/collateral annually for all market segments
• Assist DoS with registering for Sales Missions, trade shows and other related events
• Other duties as assigned by reporting manager

• Drive the corporate culture, personifying it in daily interactions with both guests and team members
• Be…