Job Description

Sales & Catering Coordinator

- Hyatt Place Toronto Airport

Location: Toronto, ON

Department: Sales & Marketing

Reports To: Director of Sales

JOB OVERVIEW

The Sales & Catering Coordinator provides comprehensive administrative and operational support to the Sales & Catering Department. This role ensures seamless communication with clients, accurate documentation, and effective coordination with internal departments to deliver exceptional guest experiences and support revenue-generating opportunities.

DUTIES AND RESPONSIBILITIES

Administrative & Office Support

- Manage all administrative functions for the Sales & Catering office, including preparing contracts and agreements, filing, answering calls and inquiries, maintaining office supplies, and completing monthly departmental reports.

- Maintain organized and up-to-date records, databases, and documentation for sales and catering activities.

Client Support & Communication

- Respond promptly to client inquiries, requests, and event changes; gather final event details including dates, times, room requirements, and special needs.

- Conduct regular follow-ups with clients to ensure accuracy of information and a smooth planning process.

- Address guest or client concerns professionally; escalate major issues to the appropriate manager and ensure timely resolution.

- Investigate and respond daily to airline crew concerns and service issues.

Event & Site Coordination

- Prepare site information sheets, showroom set-up details, and materials for site visits.- Assemble and maintain sales kits, collateral materials, and marketing resources.

- Support Sales Managers in coordinating FAM tours, client events, and promotional activities.

- Ensure event set-up requirements are communicated clearly to internal departments and meet client expectations.

Sales Support & Lead Management

- Handle walk-in inquiries and route sales opportunities to the appropriate Sales Manager.

- Identify and pre-qualify potential business opportunities from existing and new clients.

- Assist in maintaining and executing sales programs, including the creation of flyers, fact sheets, packages, and promotions.

Reporting & Scheduling

- Prepare and distribute daily and weekly catering reports.

- Maintain filing systems, internal meeting minutes, and departmental calendars.

- Create and distribute the monthly Sales & Catering duty roster.

Cross-Department Coordination

- Promote teamwork, communication, and service excellence through daily coordination with Operations, Food & Beverage, Front Office, and other departments.

- Arrange VIP amenities, handle special requests, and coordinate service needs requiring special attention.

Other Duties

- Conduct property tours, guest room tours, and support special guest requirements.

- Perform additional tasks as assigned by the Director of Sales or Manager.

QUALIFICATIONS & REQUIREMENTS

Education & Experience

- High school diploma or equivalent required; college education preferred.

- Minimum 1-year experience in a hotel sales office, catering environment, or related field.

- Fluent in English with strong communication skills.

Skills & Competencies

- Exceptional attention to detail, organization, and time management.

- Strong customer service orientation; Ability to multitask and work under pressure.

- Proficient computer skills including Microsoft Office.

Physical Requirements

- Frequent standing and movement throughout the property.

- Ability to lift and carry items up to 25 lbs.

- Frequent use of computer, phone, and office equipment.

- Ability to work nights, weekends, or holidays based on business needs.

Job Type: Full-time

Experience:

sales: 2 years (required) hotel Sales coordinator: 1 year (required)
Work Location: In person