Operating in the hospitality and restaurant industry for nearly 50 years, Gray Collection is an award-winning group of authentically local hotels and restaurants that offer travelers from around the world the experience of friendly luxury. Among our establishments are Maggie Oakes, Jacopo, Vieux-Port Steakhouse, Pincette, Bevo Bar+Pizzeria, Restaurant Gaspar, Terrasse le Perché, Terrasse William Gray, and Terrasse sur l’Auberge.

About the Role

Are you passionate about events, customer service, and organization? Do you enjoy guiding clients through the planning of important moments and ensuring seamless coordination?

We are looking for a Weddings & Social Events Coordinator to support client inquiries, file preparation, and event coordination. This individual will work closely with the Sales and Operations teams to deliver an exceptional client experience and ensure the smooth execution of every event.

RESPONSIBILITIES

Client Inquiries & Communication

- Respond to inquiries, including WeddingWire inquiries, within 24 hours.
- Provide information on pricing, availability, menus, and packages.
- Welcome and meet prospective clients for site visits, with or without an appointment.

Administration & File Management
- Prepare contracts, estimates, and event blocks.
- Process reservations through OpenTable.
- Collect deposits and ensure all billable charges are accurately recorded according to agreed terms.
- Keep sales tools up to date, including menus, brochures, website content, and promotional materials.
- Maintain accurate and up-to-date budget tracking.
- Verify event blocks and prepare required reports.

Wedding & Social Event Coordination
- Prepare BEOs, breakdowns, and floor plans using Social Tables.




- Collaborate with internal teams, including Culinary, Service, Operations, and Sales, to ensure seamless event execution.
- Ensure all special requests are approved by management.
- Attend events as required, including during the day, evenings, weekends, and holidays.

Internal Collaboration & Operational Support
- Ensure effective communication between departments.
- Participate in promotional events, such as trade shows and open houses.
- Perform other related duties as required.
- Organize and/or assist with internal events such as recruitment weekends, Town Halls, Health Week, Halloween, the Employee BBQ, and the Holiday Party.

QUALIFICATIONS
- 1–2 years of experience in event coordination, sales, weddings, or hospitality.
- Experience in customer service and managing inbound inquiries.
- Robust organizational, coordination, and time-management skills.
- Excellent attention to detail and ability to manage multiple files simultaneously.
- Strong communication and interpersonal skills.
- Ability to work effectively with various departments, including Culinary, Service, and Operations.
- Fluency in French and English, both spoken and written.
- Proficiency in Microsoft Office and comfort with technology; experience with a CRM, OpenTable, or Social Tables is an asset.
- Experience preparing contracts, BEOs, floor plans, estimates,



or other event-related documents is an asset.
- Availability to work according to operational needs, including evenings, weekends, and holidays.
- Professional, self-motivated, proactive, and customer- and results-oriented.

BENEFITS:

- Group insurance plan with telemedecine
- Group RRSP and DPSP (Deferred Profit Sharing Plan)
- 50% employee discount at all of our establishments for the employee and up to 3 guests
- Discounts with our business partners (transportation, wellness, leisure)
- Company culture that values employees
- Employee recognition events
- Growing company with opportunities for career development and personal growth

We thank you for your interest. Only individuals selected to be interviewed will be contacted.
- In this document, we have made an effort to use neutral language suitable for all individuals, regardless of gender. However, certain terms, job titles, and sentence structures may require us to use the masculine form as a neutral gender. We wish to inform you of this. As we prioritize an inclusive work environment, we welcome all individuals, regardless of gender, to apply.
- Knowledge of English (spoken) is required for this position due to the frequent and necessary interactions with an English-speaking and international clientele in a tourism environment and in close collaboration with several partner hotels. The incumbent must independently welcome, inform, and assist guests. Communication in English is essential to the performance of the duties, the quality of service provided, and, where applicable, safety requirements, and cannot reasonably be delegated to another employee.

📌 Coordinator, Specialist – Weddings & Social Events (Montreal)
🏢 Gray Collection
📍 Montreal