Sales Coordinator/Office Administrator
Strategic Site Selection - Guelph, ON

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In keeping with Strategic Site Selection’s Mission to provide The Best Site Selection Experience, the sales coordinator will support the sales team with the sourcing and contracting of hotels in a timely manner for our clients’ meetings and events.

Responsibilities include but are not limited to

  • Prepare Request For Proposals (RFP) and send them to hotels selected by the Sales Agent;
  • Handle and send out RFPs from external Strategic Site Selection Sales Agents;
  • Accurately summarize proposals from the hotels;
  • Help negotiate guestroom rates, meeting space and liabilities with the hotels;
  • Assist in the development of sales lists to keep the Sales “funnel” full;
  • Manage the accounts receivable process, including, creating invoices and pick-up reports to ensure hotels are accurate and efficient with commission payments
  • Organize and create Site Itinerary’s (travel & accommodation) for clients and President;
  • Follow up on commissions owing from hotels and miscellaneous accounting tasks;
  • Track Sales Agents’ progress, including but not limited to potential clients, sales calls, actual programs working on, contracts, room nights booked, total guestrooms picked-up, commissions collected, and other Sales Agents’ numbers;
  • Answer and respond to telephone calls, emails, faxes, inquiries, and other requests, often corresponding on behalf of President;
  • Research destinations and hotels as needed;
  • Produce documents, briefing papers, reports and presentations;
  • Maintain office systems, including data management, phone system, filing, etc;
  • Maintain company website;
  • Assist with expense reports and help to keep expenses in line;
  • Assist with mailing lists and holiday cards each year;
  • Assist with the training of new Sales Agents as they join the team;
  • The position will be ever developing as the organization grows.

Position Qualifications:

  • Post-Secondary Diploma in Business Administration or Hospitality;
  • 1-2 years experience in the hotel industry preferred;
  • Experienced in accounting processes, including Accounts Receivable
  • Strong computer skills in MS Office, particularly Outlook, Word, and Excel;
  • Strong communication skills – both verbal and written;
  • Ability to speak, read and write in French is an asset;
  • Self-motivated with ability to work well both in a team and independently;
  • Strong organizational and time management skills with ability to recognize and meet deadlines in a fast-paced work environment;
  • Interpersonal skills – ability to deal professionally with individuals both internally and externally while resolving issues and meeting objectives and timelines;
  • It is our job to be fun and easy to deal with for our clients while maintaining a professional approach. That is the difference between ordinary and extraordinary.

Work Incentives:

Opportunity to work in a fun and prosperous work environment; allowing you to be involved in the decision making process, and contributing directly to the continuous growth of the company, helping to make Strategic Site Selection a world class organization.