Trillium Trails Banquet & Conference Centre
Oshawa, Ontario
Job Type: Full-time
Work Location: In person
About Trillium Trails
Trillium Trails Banquet & Conference Centre is a unique indoor and outdoor event venue specializing in weddings, ceremonies, receptions, corporate events, bridal and baby showers, celebrations, and other social events.
Our outdoor event space can accommodate approximately 200–300 guests, while our indoor event space can accommodate approximately 150 guests.
We are looking for an experienced, motivated and highly organized Sales & Event Coordinator who can take ownership of both the sales process and successful execution of events.
Position Overview
The Sales & Event Coordinator will be responsible for generating event sales, converting inquiries into confirmed bookings, coordinating all event details, and overseeing the successful execution of events.
A major focus of this position will be wedding sales, including outdoor and indoor wedding ceremonies, wedding receptions and related celebrations. The position will also handle corporate events, bridal and baby showers, birthday parties, anniversaries and other social events.
This is a hands-on position. The successful candidate must be comfortable working with clients during the sales process and also being present during events to coordinate staff, setup, food service, kitchen operations and cleanup.
The position reports directly to Management.
Key ResponsibilitiesSales & Bookings
- Respond promptly and professionally to all wedding and event inquiries by phone, email and online lead sources.
- Conduct venue tours and consultations with prospective clients.
- Build relationships with prospective wedding and event clients and convert inquiries into confirmed bookings.
- Follow up consistently with leads and prospective clients.
- Prepare event proposals, quotations and contracts.
- Collect signed contracts, deposits and scheduled payments.
- Maintain accurate records of leads, communications, bookings and follow-up activities in the company's CRM system.
- Work with Management to establish packages, menus, pricing and promotions.
- Achieve established sales and revenue targets.
- Identify opportunities to increase wedding, corporate and social-event bookings.
- Develop relationships with wedding planners, decorators, photographers, DJs and other industry professionals to generate referrals.
Wedding & Event Coordination
- Act as the primary point of contact for clients from initial inquiry through the completion of their event.
- Coordinate wedding ceremonies, wedding receptions, corporate functions, showers and social events.
- Conduct final event-detail meetings with clients.
- Prepare and maintain accurate event schedules and function details.
- Coordinate event timelines, room layouts, ceremony arrangements, menus, bar requirements and special requests.
- Communicate event requirements clearly to Management, kitchen staff, servers, bartenders and other team members.
- Coordinate with outside vendors including decorators, DJs, photographers, entertainment providers and wedding planners.
Event Setup & Operations
- Oversee event setup including tables, chairs, linens, place settings and other venue requirements.
- Ensure ceremony and reception spaces are properly prepared before guests arrive.
- Coordinate with the kitchen and Chef regarding menus, food quantities, timing and service requirements.
- Assign duties and provide direction to servers, bartenders, kitchen support and cleaning staff.
- Lead banquet staff during events and ensure professional service standards are maintained.
- Monitor food and beverage service throughout events.
- Assist operationally during events when required, including food service, beverage service, clearing tables and responding to guest or client requests.
- Ensure washrooms, event spaces, kitchen areas and common areas are maintained throughout the event.
- Coordinate end-of-event cleanup and ensure the venue is properly reset.
- Address client concerns or last-minute changes professionally and efficiently.
Administration & Compliance
- Maintain organized records of contracts, deposits, event details and client communications.
- Assist Management with banquet sales forecasts, budgets, promotions and marketing initiatives.
- Ensure events comply with applicable health, food-safety, liquor-service and venue requirements.
- Participate in community, networking and promotional activities that may generate new business.
- Perform other related duties as assigned by Management.
Qualifications & Experience
- Minimum 5 years of related experience in wedding, banquet, catering or event sales is required.
- Proven ability to sell and close weddings and special events.
- Strong knowledge of wedding ceremonies, receptions, banquet operations and food & beverage service.
- Experience coordinating and managing events from initial inquiry through event completion.
- Experience supervising banquet servers and event staff.
- Strong prospecting, communication, negotiation and closing skills.
- Excellent client-service and relationship-building abilities.
- Highly organized with strong attention to detail.
- Ability to manage multiple events, clients and deadlines simultaneously.
- Comfortable working in a hands-on event environment.
- Proficient with Microsoft Word, Excel, Outlook and CRM systems.
- Must be available to work evenings and weekends, particularly Fridays, Saturdays and Sundays, based on the event schedule.
- Smart Serve certification is an asset.
What We Are Looking For
We are looking for someone who understands that successful event sales do not end when the contract is signed. The ideal candidate will take ownership of the entire client experience — from the first inquiry and venue tour through planning, setup, staffing, event execution and final cleanup.
The successful candidate should be equally comfortable selling a wedding to a prospective couple, preparing an event proposal, coordinating with the kitchen, directing servers, and managing the event on-site.
Benefits
- On-site parking
- Opportunity to play a key role in growing a unique indoor and outdoor wedding and event venue
Job Type: Full-time
Work Location: In person
Pay: $20.00-$22.00 per hour
Benefits:
Work Location: In person
