Why Join Us?

As a Tapestry Collection Hotel by Hilton, The Westley Calgary Downtown Hotel is Calgary’s newest boutique hotel with a modern take on Calgary’s wild west roots and we are currently looking for dynamic people to join our team

The Westley Hotel is currently looking for a hard-working team player to fill the temporary 6 months+ contract position with a possibility of extension of Sales & Event Coordinator. Reporting to the Director of Sales & Marketing at The Westley Hotel, the successful candidate is expected to be self-motivated, organized, accurate, productive, and able to multi-task and meet stringent deadlines. The Sales Executive 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 multi task 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.

Your Role:

Reporting to the General Manager and Director of Sales & Marketing, the Sales & Events Coordinator:

- Respond to all incoming phone calls and handle inquiries, ensuring inquiry intake forms are completed accurately and forwarded to the appropriate salesperson.
- Prepare proposals and contracts as required by the Director of Sales, ensuring deadlines are met (within 24 hours).
- Create inquiry and prospect bookings in Delphi and other applicable property booking systems on behalf of the Director of Sales.
- Act as the main point of contact for event inquiries,



managing client relationships from the initial inquiry and contract stage through to event execution and departure.
- Contract small groups and events (anything under 15 rooms per night).
- Coordinate all post-contract servicing requirements, including:
- Building Special Rate Plans and assigning inventory.
- Entering rooming lists or tracking booking links.
- Confirming setup styles and Food & Beverage requirements with clients.
- Completing Banquet Event Orders (BEOs).
- Acting as the onsite client contact.

- Execute group business contracts received from the Director of Sales, including all related servicing requirements.
- Collect deposits and prepayments for upcoming group and event bookings.
- Finalize client billing and issue invoices within five business days following the event or group departure.
- Conduct post-group follow-ups and prospect for future events.
- Lead all event-only inquiries (without guestrooms), serving as the main client contact from inquiry through departure.
- Prepare corporate negotiated rate agreements.
- Record corporate negotiated rate accounts in Delphi and track monthly account production.
- Conduct competitive rate shop calls.
- Maintain full product knowledge of The Westley Hotel and competing hotels within the portfolio.
- Liaise with brand associates and manage incoming leads.




- Assist the Director of Sales with team-building events.
- Source pricing for giveaways, printing, and other promotional materials.
- Prepare site inspection communications and VIP notices, ensuring they are distributed to the appropriate departments for execution.
- Participate in meetings as required.
- Ensure all lead distribution channels for The Westley Hotel (e.g., CVENT, Lanyon) are updated with current hotel information.
- Handle outstanding deposits and refunds.
- Manage, convert, and distribute definite business contracts to the appropriate hotels and departments.
- Ensure consistent communication between hotel leaders.
- Prepare daily, weekly, monthly, quarterly, and annual reports as required.
- Manage and convert inbound sales inquiries from all channels and forward new leads developed through networking and contacts to the appropriate team members.
- Assist in implementing promotional projects within assigned market areas to increase sales volume and profitability.
- Attend events and assist with organizing sales missions and sales blitzes as required.
- Act as the point of contact for newly confirmed business and in-house bookings, as required.
- Perform various administrative duties for Sales & Catering, including billing, reporting, following up on rooming lists, and client follow-ups.
- Manage and update Delphi templates related to The Westley Hotel.
- Obtain competitors' menus and marketing collateral annually for all market segments.
- Assist the Director of Sales with registrations for sales missions, trade shows, and other related events.
- Perform other duties as assigned by the reporting manager.

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📌 Sales and Events Coordinator | Contract | The Westley Calgary
🏢 Silver Hotel Group
📍 Calgary