Located in Victoria's Inner Harbour, Huntingdon Hotel & Suites and the Pendray Collection are family-owned hospitality properties offering unique accommodations, exceptional dining, and personalized service. Huntingdon Hotel & Suites features 114 guestrooms, including newly renovated loft suites, while the Pendray Collection offers a boutique experience with 18 heritage guestrooms across the historic Pendray Inn & Tea House and Belleville House. Guests also enjoy a complimentary hot buffet breakfast at Hunter's Restaurant and elegant dining at the Pendray Tea House, renowned for its signature offerings, including Traditional Afternoon Tea, Scottish High Tea, and our popular Sunday Roast, all served in a welcoming Victorian setting.
As a Biosphere-certified company, we value teamwork and individual contributions that enhance our guest experience. We believe that each employee plays a vital role in the company’s growth and success. Our promise is to provide comfortable accommodation in a relaxed and inviting setting. We are committed to creating a positive work environment that encourages loyalty, commitment, and excellence. Our operations prioritize social and environmental responsibility to benefit both our community and our planet.
The Huntingdon Hotel and Suites is currently seeking a Sales & Events Coordinator to join our team, anticipated start date of September 4, 2026.
Compensation: $50,000 annual salary, plus additional earnings through an incentive program and applicable event service-fee distributions.
Key Responsibilities:
Sales Responsibilities:
- Assist the Sales & Business Development Manager in prospecting and soliciting new accounts for business growth.
- Build and maintain relationships with new and existing clients.
- Maintain accurate and up-to-date client records, sales information, and templates within Event Temple.
- Follow up with clients within three days post-event to gauge satisfaction.
- Under the direction of the Sales & Business Development Manager, respond to requests for proposals (RFPs) as required.
- Assist with coordinating guestroom blocks and accommodation requirements associated with groups, meetings, weddings, and other events.
- Represent Huntingdon Hotel and Suites and Pendray Inn and Tea House at business and hospitality-related meetings and functions.
- Assist with general sales office management and organization.
Event Planning & Coordination:
- Plan and coordinate meetings/events in collaboration with other departments to meet and exceed client and hotel quality expectations.
- Conduct site visits and provide necessary support.
- Liaise closely with operational departments to ensure the effective planning, setup, coordination, and execution of in-house events.
- Manage the preparation and timely distribution of Event Orders and Group Resumes.
- Coordinate closely with Truffles Catering, exchanging Banquet Event Orders (BEOs), invoices, seating plans, and other necessary details.
- Track event-planning deadlines and obtain final guest counts, menu selections, dietary requirements, room layouts, and other necessary information from clients.
- Prepare, inspect, and oversee room layouts and setups for each event.
- Anticipate guest needs to ensure service meets and exceeds expectations.
- Handle client invoicing with precision and promptness, ensuring clear communication and timely billing post-event.
- Propose innovative ideas to improve the event planning and implementation process.
- Attend events, excluding group teas, as required to support the Banquet Captain and help ensure all arrangements are in place for a smooth and successful event.
- Meet and check in with group leads upon arrival, especially for significant events at Windsor Room and Pendray Tea House, to ensure all expectations are met.
- Ensure smooth planning, setup, coordination between departments and execution of all in-house events.
- Identify opportunities to enhance the client experience and generate additional event revenue through appropriate upgrades and add-ons.
Additional Duties:
- Learn and support all internal systems, including PMS and Event Temple.
- Develop a deep understanding of Event Temple software, including its back-end functions, to efficiently manage event logistics.
- Maintain accurate event files, including contracts, deposits, payment schedules, client correspondence, and event details.
- Catering Inventory Management: Maintain accurate records of all catering inventory for both Windsor and Pendray Inn events. Ensure all items are properly stored and accounted for, in accordance with the Catering & Events Directives guidelines.
- Perform other related duties as assigned by Management.
Requirements and Qualifications
- University degree or diploma in Tourism/Hospitality or a relevant field.
- Minimum of 2 years’ experience in the hospitality industry.
- Excellent communication skills: Ability to clearly convey information, actively listen, and adapt communication style for different audiences, ensuring effective interactions with clients, colleagues, and vendors.
- Excellent interpersonal and emotional intelligence skills: Ability to build strong relationships with clients and colleagues, and effectively handle challenging situations with empathy and professionalism.
- Strong organizational and time-management skills, with the ability to manage multiple events, priorities, and deadlines simultaneously.
- Excellent attention to detail and accuracy, particularly when preparing contracts, Event Orders, invoices, and client communications.
- Ability to work collaboratively in a team environment.
- Flexibility to work evenings and weekends as required.
- Self-motivated with a strong work ethic and proactive approach.
- Capable of working independently with minimal supervision.
- Experience with Mews, Event Temple, or comparable property management and event-planning systems is an asset.
Pay: $50,000.00 per year
Benefits:
- Commuter benefits
- Company events
- Dental care
- Discounted or free food
- Extended health care
- Paid time off
- Store discount
- Vision care
Ability to commute/relocate:
- Victoria, BC V8V 1W3: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person
