Sales and Booking Coordinator

About Us - Hart House:

Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and members of the broader community connect with each other and the world. Through an array of co-curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learning opportunities for students. Hart House operates from a historic facility on the St. George campus, as well as a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

About Us - Hospitality Services:

For over 100 years, Hart House has been delivering exceptional experiences and lasting memories, and our Hospitality Services team supports each meaningful exchange and encounter. Whether our clients are hosting a multi-day conference, enjoying lunch at the Gallery Grill restaurant, or saying “I do” in the Great Hall, we pride ourselves on delivering superlative customer service through thoughtful planning, delectable menus, beautifully appointed spaces, and technological expertise. Our team of hospitality professionals is unified around a common goal: to deliver unforgettable experiences that exceed client expectations and contribute to the vibrant community that Hart House welcomes and supports.

Your opportunity:

The Sales and Event Booking Coordinator is a front-line service position, being in most cases the first contact a student, Senior Member or an external client has when requesting space and catering arrangements at Hart House. The position requires the confidence, communication skills and administrative abilities to deal with all levels of the community including the organizers of the many “V.I.P.” and “high profile” events which the House hosts.

The position of Sales and Booking Coordinator has a wide scope requiring a thorough understanding of Hart House policies and procedures, acts as the primary liaison between clients, logistics and event coordinators. Under the guidance of the Manager, Event Services and Client Success, the incumbent maintains the calendar, tracks sales metrics and prepares reports, handles inbound inquiries, generates sales leads through promotion of event sales, resolves clients’ concerns and has a consistently professional and business-like approach. The position has a high level of visibility because it is the first point of contact in an open office environment and because of its requirement for physical tours of the various bookable spaces of the House. The Sales and Event Booking Coordinator routinely handles an extremely high number of daily inquiries (contacts) and bookings.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Confirming room bookings and coordinating the schedule of program and event calendars
• Calling targeted potential clients to generate sales leads through the promotion of event services
• Fostering and maintaining a network of external contacts to build awareness and increase business potential
• Pitching for new business using innovative sales techniques
• Analyzing client needs and making recommendations on event logistics and options
• Promoting venues and event services to potential clients
• Generating reports

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent education and experience.
• Minimum three years of experience in calendar management, sales coordination, and customer service roles.
• Experience supporting teams in achieving sales targets, including market research and preparation of sales materials.
• Experience in a client-facing role, serving as a primary point of contact for customer inquiries.
• Demonstrated success in building and maintaining strong client relationships.
• Experience managing multiple priorities in a fast-paced environment.
• Hands-on experience using CRM systems (e.g., Salesforce) to manage client interactions and sales activities.
• Experience working with booking or scheduling software (e.g., EMS or similar platforms).
• Strong communication and interpersonal skills, with the ability to engage professionally with clients.
• Excellent organizational skills and attention to detail.

Assets (Nonessential):

• Experience working in customer service in a hospitality environment.
• Experience with EMS.
• Knowledge of U of T.
• Roster of clients.

To be successful in this role you will be:

• Achievement oriented
• Communicator
• Motivated self-learner
• Organized
• Possess a positive attitude
• Resourceful

Notes:

• Please submit a cover letter with your application. 
• Hours of work: Monday through Friday from 8:45 AM to 5:00 PM, with occasional overtime on weekdays and weekends. 

Closing Date: 06/24/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Continuing 
Schedule: Full-Time. Hours of work: Monday through Friday from 8:45 AM to 5:00 PM, with occasional overtime on weekdays and weekends.
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $67,916. with an annual step progression to a maximum of $86,855. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Hospitality

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.