Sales and Reservations Coordinator
Element Calgary
Calgary, AB, Canada

Element Calgary

833 4th Avenue SW

Calgary, AB T2P 3T5

Canada

Managed by Concord Hospitality Enterprises

All Suite
Managed By Concord Hospitality Enterprises
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Description

Reporting to the Director of Sales, we are in search of a dynamic Sales & Reservations Coordinator who is responsible for supporting and assisting the Sales and Front Office departments in managing and maintaining corporate, group and catering business. The ideal candidate will have a keen ability to provide the highest level of customer satisfaction and support to external clients and internal partners, serving as liaison between the Sales, Events, Front Office and other departments at the hotel.

Responsibilities:

Always provide the highest quality of service to our guests and associates alike, setting a shining example for our team.

Be one of the first points of contact for incoming leads and inquiries, and respond in a quick, timely, and professional manner to all internal partners and external customers. Endeavor to deliver clear and concise communiqué via all avenues of communication.

Assist with site inspections and tours.

Reservation & Inventory Management:

  • Input and update group rooming lists and airline crew accurately using systems such as Lightspeed PMS, MARSHA, and Passkey.
  • Monitor group "cut-off" dates and release unused rooms back into general inventory to maximize hotel revenue.
  • Build and create group room blocks. Ensure the accuracy of room blocks and process all reservation requests, changes, and cancellations.
  • Create and send reservation links.

    Billing & Accounting:

  • Set up proper billing accounts (e.g., room/tax vs. incidentals) according to hotel accounting policies.
  • Manage and confirm deposit schedules and final group billing details with clients.

    Support the hotel Sales and Events Managers, when required, by preparing proposals and contracts, and completing essential administrative tasks related to booking events and groups.

    Demonstrate excellent time management, self-motivation and proactive planning, and endeavor to be organizationally savvy with a sharp focus on detail.

    Work diligently to complete assigned tasks and responsibilities, select reporting, client notification of key dates such as cut-off or payment schedule deadlines, group resumes, event orders and BEO’s, billing details, and other integral administrative aspects of the booking or execution of groups and events).

    As needed, gain knowledge of hotel’s food and beverage products, pricing, presentation, and learn about the hotel’s function space, audio visual, and any other details related to group and event success.

    Qualifications:

  • Prior hospitality or sales support experience preferred.
  • Strong organizational skills with keen attention to detail.
  • Excellent communication and interpersonal abilities.
  • Proficiency with digital sales systems or willingness to learn.
  • Ability to multitask and manage time effectively in a fast-paced environment.
  • Team-oriented mindset with a proactive and professional approach.

    Benefits (Full-Time Associates Only):

  • Competitive wages
  • Medical, dental, and vision insurance
  • Life insurance and short/long-term disability options
  • Tuition assistance
  • Discounted room rates at Concord-managed hotels
  • Training, development, and career advancement opportunities

    Why Join Concord?

    Our culture is built on five cornerstones—Quality, Integrity, Community, Profitability, and FUN—which serve as the foundation of everything we do. At Concord, we provide a supportive environment where associates are valued, and our “Associate First” policy is a way of life.

    We recognize our associates for their hard work, dedication, and commitment to excellence. We value work-life balance, diversity, and delivering the best customer service and quality accommodations in every market we serve.

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    Element Calgary

    All Suite

    About the company

    Element Calgary Downtown is an all-suite hotel located in downtown Calgary focused on the wellness of guests with features like extensive Fitness Center and healthy breakfast options. Our pet-friendly hotel offer suites with fully equipped kitchens ideal for longer stay guests.The 12th floor boasts Bow & Bend Restaurant & Bar. We're nestled between the Bow River and just 1.6 km to Core Shopping Centre with easy access to the Ctrain.