Sparkling Hill Resort & Spa is seeking a highly organized and proactive Group Sales Coordinator to support the Group Sales and Events Team in daily operations and assist in promoting and selling the resort.
The ideal candidate will have previous experience in hotel and or group hotel sales, preferably within a hospitality or customer-focused environment. They thrive in a fast-paced setting, are detail-oriented, and take initiative in managing multiple priorities. A strong understanding of operational processes, paired with excellent communication skills, is essential to effectively support both internal teams and client expectations.
This position is based on-site at Sparkling Hill Resort in Vernon, BC. Remote applicants will not be considered.
Responsibilities
- Answer and manage incoming phone calls, emails, website inquiries, in-person requests, and third-party platform leads (including Cvent) in a friendly, professional, and timely manner
- Serve as a primary point of contact for prospective group sales clients, ensuring all inquiries are handled accurately and consistently from initial contact through to handover
- Provide detailed and accurate information to clients and third-party planners regarding resort facilities, services, and offerings, including but not limited to room types, rates, packages, dining, amenities, and operational guidelines
- Review, interpret, and respond to RFPs received through multiple channels, ensuring all responses are accurate, complete, and aligned with resort capabilities and availability
- Create, prepare, and issue accurate proposals and contracts based on client requirements, availability, and operational feasibility, ensuring timely turnaround and attention to detail
- Maintain a strong operational understanding of the resort to ensure proposals are realistic, do not overcommit resources, and do not result in incorrect information being provided to clients
- Identify and flag discrepancies in menus, pricing, availability, or operational offerings, ensuring accuracy and consistency across all client-facing materials
- Collaborate closely with the Group Sales & Events team to manage inquiries, bookings, and availability while ensuring clear communication across departments
- Attend internal meetings, sales meetings, and operational briefings to maintain awareness of all group activity, priorities, and changes
- Support site inspections and client tours, ensuring a professional and well-informed experience for all prospective clients
- Assist with attendance at external sales events, trade shows, and industry networking opportunities as required
- Maintain accurate and well-organized client files, ensuring all correspondence, contracts, and booking details are properly documented and up to date in CRM/sales systems
- Ensure client notes are consistently updated, clear, and useful for internal teams to maintain continuity and service quality
- Prepare and maintain weekly sales and inquiry reports, tracking progress, conversion, and pipeline activity to support business review and forecasting
- Assist with billing support, post-event follow-up, and client feedback collection
- Record, organize, and summarize client feedback to support continuous improvement across departments and guest experience
- Manage the Corporate Perks Program, including application review, contract creation, promotional code setup, communication with applicants, and annual renewals
- Ensure all contracts are written accurately, completed in a timely manner, and passed through to Events in a fully detailed and organized format
- Provide general administrative support to the Group Sales and Events Manager as required, adapting to changing priorities in a fast-paced environment
- Demonstrate flexibility and a proactive approach to supporting client needs and operational requirements
- Perform other duties as required to support the success of the Sales and Events team and overall resort operations
Qualifications
- Experience in hotel operations, group sales, or a customer-focused hospitality environment, with exposure to high-volume inquiry management preferred
- Strong operational awareness of hotel or resort environments, with the ability to understand and apply practical constraints when developing client proposals and managing expectations
- Excellent written and verbal communication skills, with a professional, polished, and client-focused approach
- High level of attention to detail, with the ability to identify discrepancies in rates, menus, contracts, and operational information
- Proven ability to manage multiple priorities, deadlines, and high volumes of inquiries in a fast-paced environment
- Strong organizational skills with the ability to maintain accurate records, manage documentation, and keep client files consistently up to date
- Experience with property management and sales systems, including Maestro PMS and Cvent (considered a strong asset)
- Familiarity with CRM or sales management systems and reporting tools
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and standard administrative practices
- Ability to work independently while also contributing effectively within a collaborative team environment
- Proactive, detail-oriented, and solutions-focused mindset with the ability to take initiative and anticipate needs
- Friendly, professional, and service-driven attitude with a strong commitment to supporting both clients and internal teams
Schedule:
- 8-hour shifts
- Monday to Friday
- Occasional evenings, weekends, and holidays as required
Please direct all applications (Resume & Cover Letter) to Ms. Rachel Charnock, Group Sales & Events Manager. Only candidates selected for an interview will be contacted.
Job Types: Full-time, Permanent
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Extended health care
- Flexible schedule
- Life insurance
- Store discount
- Vision care
Ability to commute/relocate:
- Vernon, BC: reliably commute or plan to relocate before starting work (required)
Work Location: In person
