Catering and Conference Services Admin Coordinator - FT- Chelsea - Toronto

As Canada's largest hotel with 1,590 guest rooms, and the friendliest Hotel in Toronto, the Chelsea Hotel, Toronto, is centrally located and just steps from the city's best shopping districts, world-class theatres, vibrant nightlife, and exciting attractions. A full-service urban resort, the Chelsea Hotel has room types to suit everyone, and the hotel offers different dining options, separate adult and family recreation areas and pools – including the "Corkscrew" - downtown Toronto's only indoor waterslide. As a premier family destination, the hotel offers a full range of services including the The Workshop, The Cove, The Hive, The Studio. The Chelsea Hotel, Toronto is an independent property as part of the Langham Hospitality Group’s international portfolio of hotels and resorts. The Chelsea is proud to be honoured with the Accessible Tourism Award with the Travel Industry Association of Ontario and the Humanitarian Award with the Hotel Association of Canada.


 

The Sales & Catering Administrative Coordinator provides comprehensive administrative and operational support to the Sales & Catering team within a fast-paced, high-volume hotel environment. This position plays an integral role in ensuring the efficient coordination of meetings, events, and group business by managing administrative processes that support the sales and event planning lifecycle.

Working closely with Executive Meeting Managers, Catering Sales Managers, and Catering & Conference Service Managers, the Coordinator helps maximize team productivity by assuming key administrative responsibilities, allowing sales professionals to focus on business development, client relationships, event planning, revenue optimization, and guest satisfaction.

Responsibilities

• Complete understanding of the Chelsea philosophy and apply to all phases of the meeting planning process to include the transition from the sales manager, pre-planning, onsite execution, post meeting follow-up and relationship maintenance.


• Coordinating site inspection deliverables; show rooms, meeting rooms, public areas, guest gifts, create and distribute posters and appointments.


• Merging standard form documents proposals, and contracts, conference resumes, etc..


• Assist in preparation of floor plans to support proposals, and definite group business.


• Assisting with guestroom block maintenance, client pickup reports, and attrition & cancellation estimates.


• Monitoring group block cut-off deadlines, and coordinate changes.


• Liaising with the Revenue and Reservations department regarding rooming lists and block adjustments .


• Coordinate third-party vendor requirements for groups, i.e. coat check service, piano tuning, and special order items, including all purchase orders and month end reconciliations.


• Support EMMs & CSMs in managing room blocks, room lists changes, room block audits


• Support EMMs & CSMs in distribution of BEOs


• Assisting with event change logs and internal communication


• Manage advance deposit schedules, and process deposits in Payby


• Manage production of Weekly Group Arrival report in coordination with service managers.


• Book and coordinate details for pre-con and post-con meetings


• Complete file turnovers for EMMs and Catering Sales Managers


• Coordinate daily amenity forms and cards for VIPs, and delivery to operations team


• Attend group weekly departmental meetings when required.


• Co-ordinate special projects and duties as assigned.


• Participate in catering and sales functions.


• Assist in preparation of any departmental reports.


• Manage all data in Amadeus related to BEOs, including menus and items

Academic and Working Qualifications

Working Experience

• Minimum 2 years of administrative experience. 


• Previous hotel Sales & Catering experience strongly preferred. 


• Experience in event planning or hospitality administration is considered an asset. 


• Proficiency in Microsoft Office Suite. 


• Experience with hotel Sales & Catering systems (Delphi, Shiji, Payby) is an asset. 


• Ability to create and interpret meeting room floor plans. 


• Exceptional organizational abilities. 


• Advanced administrative and coordination skills. 


• Excellent written and verbal communication. 


• Strong interpersonal skills. 


• High level of attention to detail. 


• Ability to prioritize competing deadlines. 


• Strong customer service orientation.


• Ability to work independently while supporting multiple stakeholders

Knowledge

• Proficiency in Microsoft Office Suite. 


• Experience with hotel Sales & Catering systems (Delphi, Shiji, Payby) is an asset. 


• Ability to create and interpret meeting room floor plans. 

Soft Skills

• Exceptional organizational abilities. 


• Advanced administrative and coordination skills. 


• Excellent written and verbal communication. 


• Strong interpersonal skills. 


• High level of attention to detail. 


• Ability to prioritize competing deadlines. 


• Strong customer service orientation.


• Ability to work independently while supporting multiple stakeholders

Physical Requirements

• Ability to sit for extended periods.


• Ability to work on a computer for extended periods.
  
   

The Chelsea Hotel, Toronto is committed to providing a fair and equitable work environment and encourages applications from qualified women, men, visible minorities, aboriginal peoples and persons with disabilities. As per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA), Chelsea Hotel, Toronto will accommodate the needs of applicants with disabilities throughout all stages of the selection process.  If you need accommodation during the recruitment process, please advise your Talent Acquisition representative.

For more information about the property, please visit: https://www.chelseatoronto.com/en/