Position: Administrative Assistant- SALES COORDINATOR

(NOC 13110)

Employer: Calgary Convention Centre Authority

Job details

Location: 120 – 9th Avenue SECalgary, ABT2G 0P3

Salary: $62,058 annually / 30 to 40 hours per Week

Terms of employment: Permanent employment Full time

Day, Evening, Flexible Hours, Morning, To be determined, Weekend

Start date: Starts as soon as possible

Benefits: Health benefits, Financial benefits

Vacancies: 1 vacancy


Source: Job Bank #2797863





College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years

or equivalent experience


1 year to less than 2 years




·        Support Director of Sales in developing and generating reports to track sales performance, lead generation and event management metrics using Ungerboeck’s reporting tools.

·        Oversee the configuration, customization, and maintenance of the Ungerboeck platform to align with the organization’s sales and event management requirements.

·        Collaborate with the sales team to understand their needs and translate them into Ungerboeck system functionalities.

·        Provide training and support to sales representatives on how to effectively use Ungerboeck for lead management, customer relationship management (CRM), and sales tracking.


·        Support Sales Managers as needed in all aspects of the sales cycle.

·        Be the team’s communication hub, ensuring the flow of information within the department and externally with other teams, customers, and vendors.

·        Use excellent organization skills and helpful nature to keep the sales team running smoothly, enabling our sales team to focus entirely on booking business.

·        Book internal function space and coordinate internal team meetings and familiarization tour services.

·        Renew membership for the Sales Managers and maintain an updated list of membership renewal fees paid.

·        Coordinate conference & trade show registration and arrange flights and accommodation for the Sales Managers.

·        Complete expense reports on behalf of Sales Managers.

·        Assist with maintaining accounts, contacts, and activities within the booking software, Ungerboeck.

·        Enter event opportunities/prospects into Ungerboeck for recording and tracking.

·        Keeping information in Cvent, Starlite, etc., up to date and entering proposal details as needed for the Sales Managers.

·        Serve as the contact person when a Sales Manager is away from the office, answering all customer inquiries on their behalf or redirecting to another Sales Manager if needed.

·        Recording meeting minutes from the Sales meetings.

·        Coordinate customized site visits with the Sales Managers.

·        Coordinate client presentations and proposals with the Sales Managers.

·        Assist Sales Manager in generating contracts, proposals, and deposit processing.

·        Ensuring a smooth transition of file transfer from Sales to Event Management by following the file transfer checklist.

·        Distributing incoming mail for the sales team.

·        Sending out monthly reminders and printing vacation schedules.

·        Enter purchase orders for Sales Management.

·        Ensure sales literature such as facility guides, menu packages, promotional material, floor plans and other collateral materials are kept current and stocked.

·        Support the Sales Manager’s requests for door prizes, client gift packages, etc. and coordinate delivery with our Event Services team.

·        Keep an inventory of client gifts and ensure these are stocked.

·        Organize and maintain a filing system of past, future, and cancelled events and keep an inventory of these files in storage and for shredding.

·        Must be flexible to work outside regular business hours (early mornings, evenings, nights, and weekends) if/when required.

·        Perform other tasks as required.


Experience and specialization

Computer and technology knowledge

MS Excel

MS PowerPoint

MS Word

MS Office

Additional information

Work conditions and physical capabilities

Fast-paced environment

Work under pressure

Tight deadlines

Attention to detail

Repetitive tasks

Personal suitability

Ability to multitask

Excellent oral communication

Excellent written communication



Team player


Client focus



Health benefits

Dental plan

Disability benefits

Health care plan

Financial benefits

Pension plan

How to apply

By email



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