Sales Coordinator - Meetings & Events

The Clayfield is a new 102-room luxury boutique hotel opening in Niagara-on-the-Lake and part of the Unbound Collection by Hyatt.

Operated by Urgo Hotels & Resorts Canada, The Clayfield will deliver a highly personalized, refined guest experience grounded in calm luxury, craftsmanship, and a strong sense of place.

The Sales Coordinator plays a vital role in supporting the Sales Team by coordinating the administrative and organizational aspects of the sales process.

Reporting to the Director of Sales, this position helps ensure a seamless experience for clients from initial inquiry through contracting while providing essential support that allows the sales team to focus on building relationships and driving revenue.

This role is ideal for someone who thrives on organization, enjoys working with people, and takes pride in delivering exceptional service behind the scenes.

Success in this position comes from balancing attention to detail with strong communication skills in a fast-paced, collaborative environment.

• What You’ll Do
• Coordinate incoming sales inquiries and assist with timely responses to prospective clients.
• Prepare proposals, contracts, estimates, rooming lists, and other sales documents under the direction of the Director of Sales.
• Maintain accurate client information, booking details, and sales activities within hotel sales systems.
• Track proposals, tentative bookings, contracts, deposits, and key deadlines to support the sales process.
• Support the sales team with scheduling meetings, site visits, and client appointments.
• Prepare sales presentation materials, proposals, and collateral for client appointments and industry events.
• Maintain organized digital files and documentation for all group and event bookings.
• Assist with initiatives, follow-up activities, and account management projects.
• Ensure billing and deposit schedules are documented and communicated internally.
• Coordinate internal communication between Sales, Banquets, Front Office, Finance, and Food & Beverage to ensure accurate transfer of information once business is confirmed.
• Support preparation of turnover documentation to ensure a smooth handoff from Sales to the Event team for event coordination and execution.
• Assist with preparing sales reports, forecasts, production tracking, and other administrative reporting.
• Help maintain sales and marketing materials, digital assets, and client databases.
• Assist with trade shows, industry events, and promotional initiatives when required.
• Support pre-opening sales initiatives, database development, collateral preparation, and administrative setup.
• Provide exceptional service to clients by responding professionally and promptly throughout the sales process.
• Support additional sales and administrative responsibilities as required, aligned with the scope of the role.
• Other duties as assigned.
• What You’ll Bring
• 1–3+ years of experience in a sales coordinator, administrative, or hospitality support role, ideally within a hotel environment.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Exceptional attention to detail and a high level of accuracy.
• Professional written and verbal communication skills.
• A proactive, service‑oriented approach and genuine enthusiasm for creating outstanding client experiences.
• Confidence working in a fast‑paced environment where priorities may shift.
• Proficiency with Microsoft Office, particularly Outlook, Excel, and Word.
• Experience with hotel sales systems such as Envision, Opera, Delphi, or similar platforms is considered an asset.
• A hands‑on, team‑first mindset with a willingness to step in as needed to support the operation.
• Why Join Us
• Competitive compensation and a comprehensive benefits package designed to support your well‑being and long‑term growth.
• Work within a collaborative environment supported by ownership, Urgo Hotels & Resorts Canada and Hyatt.
• Access to Hyatt colleague travel benefits.
• A workplace culture rooted in respect, craftsmanship, and pride of place in beautiful Niagara-on-the-Lake.
• Be part of the exciting pre‑opening journey of a luxury boutique hotel and contribute to establishing The Clayfield as one of Niagara-on-the-Lake's premier meeting and event destinations.

Now accepting applications from candidates currently residing in Canada with full working rights. We are only able to respond to candidates selected for interview.

This position is at a location where Hyatt is not the employer.

The employer of individuals working at this hotel may be a third‑party management company that is responsible for all employment benefits and obligations at this location.

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