Advisor, Events & Sales

ATCO•Calgary, AB

4h•Onsite

About The Position

Reporting to the Manager, Event Coordination & Operations, the Advisor, Events & Sales is a strategic, client-facing role responsible for advising on, planning, and coordinating high-quality Blue Flame Kitchen events, private bookings, facility rentals, and related catering opportunities. This role provides full-cycle event and sales support from inquiry and planning through documentation, vendor coordination, execution readiness, post-event follow-up, and financial close-out. This role is based in Calgary and requires onsite presence at ATCO Park to support collaboration, site visits, vendor coordination, client meetings, and event execution. Work may occasionally include evenings and weekends depending on event schedules, client needs, and business priorities. The role may require movement between event spaces, client areas, kitchen and service areas, and meeting rooms during planning and execution.

Requirements

3-5 years of progressive experience in events, hospitality, sales coordination, catering, facility rentals, or client-facing planning roles is preferred.
Strong event planning, coordination, and project management capability.
Excellent verbal and written communication skills, with strong attention to accuracy, grammar, numbers, and detail.
Strong customer service orientation and a professional, hospitality-forward approach with clients, vendors, and internal teams.
Financial awareness related to event billing, invoicing, sales metrics, reporting, reconciliation, and revenue forecasting.
Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Availability for evening and weekend work based on event and business needs.

Nice To Haves

Experience with CRM and POS systems including Salesforce, Square, Shopify, Social Tables, or similar platforms is considered an asset.
College diploma or certificate in Event Planning, Hospitality, Business Administration, Sales, Marketing, or a related field is considered an asset.
A combination of education and directly related experience will also be considered.

Responsibilities

Manage confirmation agreements, banquet event orders, internal documentation, and related event records for internal and external events, programs, and catering activity.
Ensure client information, event details, menus, pricing, floorplans, timing, staffing needs, vendor requirements, and special requests are accurately captured and communicated.
Maintain strong documentation standards, templates, processes, and best practices to support smooth planning and execution.
Work directly with Sales and internal stakeholders on pre-event planning, contracting requirements, communication, and execution readiness.
Serve as a primary client-facing planning resource for assigned events, private bookings, and related catering opportunities.
Advise clients on food and beverage menus, floorplan options, décor, rentals, vendor services, timelines, guest experience considerations, and event customization.
Conduct site visits and planning discussions with a strong understanding of event execution, space usage, and operational requirements.
Support sales conversion, repeat bookings, and client confidence by providing responsive, accurate, and professional guidance throughout the planning process.
Stay current on event trends, hospitality practices, and client expectations to identify opportunities that enhance BFK’s event offerings and revenue potential.
Act as a key point of contact for vendor services and rental requirements, including contacting, booking, and confirming equipment and external services for assigned events.
Coordinate with vendors, external clients, and internal teams to ensure event deliverables are clearly understood and accurately executed.
Support the development and marketing of facility rentals in collaboration with Sales and Marketing when requested.
Maintain professional vendor and client relationships that reinforce Blue Flame Kitchen’s brand, hospitality standards, and service excellence.
Manage event invoices and support accurate client billing for events, catering, programs, and classes.
Serve as a liaison between Sales, Business Development, and Finance to support timely invoicing, billing clarification, month-end reporting, and reconciliation.
Advise and train team members on event, catering, and program billing processes where required.
Support sales metrics, month-end reporting, and forecasting activities, including input into revenue stream planning and reforecasting.
Anticipate planning gaps, operational risks, and execution needs, and proactively coordinate details to support seamless event delivery.
Collaborate with Culinary, Event Operations, Front of House, and Sales to ensure events are executable and aligned with client expectations.
Contribute to post-event debriefs, surveys, and follow-up to identify lessons learned and strengthen future event execution.
Support continuous improvement of processes, documentation, templates, checklists, and communication practices across the event and sales function.
Contribute to growth opportunities and event sales strategies by providing client insights, operational considerations, and recommendations based on event execution experience.
Support the growth of private event business through strong client planning, clear documentation, vendor coordination and cross-functional collaboration.
Provide input into scalable processes and service standards that support BFK’s continued expansion outside of ATCO Park.