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The Event Sales Coordinator is responsible for supporting the sales and coordination of the organization's event and meeting spaces by providing exceptional customer service throughout the booking and planning process. This role assists in generating revenue by responding to inquiries, coordinating event logistics, preparing proposals and contracts, and serving as a key liaison between clients and internal departments.

Working within a private not-for-profit organization, the Event Sales Coordinator supports the organization's mission by maximizing facility utilization, delivering outstanding client experiences, and contributing to long-term financial sustainability through effective event coordination and administrative support.

Essential Duties & Responsibilities

- Respond promptly to event inquiries and assist prospective clients with venue information, availability, and pricing.
- Coordinate venue tours and assist in presenting event spaces and services to prospective clients.
- Prepare proposals, quotations, contracts, banquet event orders (BEOs), and related documentation.
- Assist with the full event booking process from initial inquiry through event completion.
- Coordinate event details, timelines, room setups, catering requirements, audiovisual needs, and special requests with clients.
- Serve as the primary point of contact for clients throughout the planning process, ensuring timely communication and exceptional customer service.
- Liaise with Food & Beverage, Kitchen, Front Desk, Housekeeping, Maintenance, and other departments to ensure all event requirements are communicated and executed.
- Monitor event schedules and ensure all departments receive accurate event information prior to each function.
- Assist with managing event calendars and venue bookings to maximize facility utilization.
- Process contracts, deposits, invoices,



and final payments in accordance with organizational policies.
- Maintain accurate client records, event details, and sales activities using Jonas software.
- Assist with maintaining promotional materials, pricing packages, and venue information.
- Support sales initiatives by following up on inquiries, preparing sales reports, and identifying opportunities for repeat and referral business.
- Participate in networking events, community functions, and promotional activities to support business development.
- Conduct post-event follow-up with clients to gather feedback and encourage future bookings.
- Resolve client questions or concerns promptly and professionally, escalating issues when appropriate.
- Ensure all events comply with organizational policies, health and safety regulations, licensing requirements, and contractual obligations.
- Assist with on-site event coordination as required, including occasional evening and weekend coverage.
- Perform other duties and special projects as assigned in support of departmental and organizational goals.

Qualifications

- Diploma or bachelor's degree in Hospitality Management, Event Management, Business Administration, Marketing, or a related field.
- Equivalent education and experience may be considered.
- One to two years of experience in event coordination, hospitality, customer service, or event administration.
- Experience in a not-for-profit, community, hospitality, or membership-based organization is considered an asset.
- Excellent customer service and relationship-building skills.




- Strong verbal and written communication abilities.
- Excellent organizational and time management skills with the ability to manage multiple priorities.
- Strong attention to detail and problem-solving abilities.
- Ability to work independently while collaborating effectively with internal teams.
- Proficiency in Microsoft Office and CRM/event management software; experience with Jonas software is an asset.
- Ability to prepare reports, contracts, and event documentation accurately.
- Professional, courteous, and client-focused approach.
- Primarily office-based with regular interaction throughout the facility.
- Flexibility to work evenings and weekends as required to support events.
- Occasional travel for networking opportunities and community events.
- Ability to walk throughout the facility, assist with room inspections and event setup when required, and occasionally lift up to 20 lbs (9 kg).
- Must be legally entitled to work in Canada.

In compliance with Ontario’s Bill 190, we confirm that this posting represents current existing vacancies within our organization. RCMIS may use Artificial Intelligence-assisted tools during the recruitment process. These tools do not make hiring decisions; all final decisions are made by Human Resources and our Leadership team.

At RCMIS, we are committed to fostering an inclusive, accessible work environment, where all employees feel valued, respected and supported. RCMIS offers accommodation for applicants with disabilities as part of its recruitment process. If you are contacted to arrange for an interview, please advise us if you require an accommodation.

We thank you for your interest, however, only those applicants selected for an interview will be contacted.

Pay: $50,000.00-$55,000.00 per year

Benefits

- Company events
- Discounted or free food

Work Location: In person

📌 Event Sales Coordinator (Toronto)
🏢 Royal Canadian Military Institute
📍 Toronto