Hotels Coordinator, Programme

2 weeks ago

Toronto ON, Canada Knewin Full time

HOTELS COORDINATOR, PROGRAMME & GUEST SERVICES

Contract

Full-time

Programme and Guest Services, Programming Division

TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home - TIFF Lightbox. Our mission: To transform the way people see the world, through film.


TIFF is committed to embracing diversity and treating all individuals with respect, dignity and fairness by removing physical, social and economic barriers to participation.

We encourage you to reflect on the land that you are on, who the traditional keepers of the land are, what the treaty relationship is, or if it’s unceded territory. TIFF is located on the Treaty Lands and Territory of the Mississaugas of the Credit and the traditional territory of the Anishinaabe, the Wendat, and the Haudenosaunee. We are grateful to work on this land.


We are currently hiring for the position of:

HOTELS COORDINATOR, PROGRAMME & GUEST SERVICES

Reporting to the Senior Manager, Programme & Guest Services, the Hotels Coordinator is responsible for Festival hotel administration for officially invited guests and stakeholders of the Toronto International Film Festival. Key responsibilities include hotel accommodation bookings, tracking hotel reservations and hotel-related customer service for Industry and press delegates, film programming guests, and internal departments. Overall, this position works closely with relevant teams to ensure exceptional administrative support for internal and external stakeholders.

RESPONSIBILITIES:

Shall include but not be limited to:

  • Provide accommodation-related customer service to stakeholders including Festival guests, Industry delegates, and staff

  • Respond to general hotels and hospitality inquiries and requests

  • Build contracted hotel inventory in applicable reservations management systems

  • Maintain productive relationships with all hotel partners and facilitate clear and frequent communication

  • Assist with booking and tracking of hotel reservations for Festival guests

  • Process, monitor, and troubleshoot hotel reservations in an efficient and accurate manner

  • Monitor and assist in management of contracted hotel inventory in applicable reservations management systems

  • Provide rooming lists to hotels as Festival guests become confirmed and follow up on special requests and/ or changes to reservations directly with hotels

  • Perform data entry of information and preparation of reports utilizing the Festival database (Artifax) and other applicable databases and tracking documents

  • Assist with management of departmental email accounts (i.e. Hotels inbox)

  • Maintain an accurate electronic trail for each guest/attendee

  • Coordinate post-Festival reconciliation of hotel billing

  • Prepare and provide reports, presentations, and post mortems as required

  • Provide a detailed Festival post mortem

  • Assist with other coordination tasks and administrative duties as required

JOB GRADE & SALARY:

  • Job Grade (Seasonal)

  • $23.00

TARGET CONTRACT DATES:

  • June 3, 2024 - October 31, 2024

WORK LOCATION:

  • Office Location: 350 King Street West, Toronto, ON M5V 3X5

  • Weekly in-office requirements:

    • Minimum 2 days (November to May)

    • Minimum 3 days (June to October)

  • Festival Office Requirements: Full Time during Festival

MINIMUM REQUIREMENTS:

  • College diploma, university degree, or equivalent experience

  • Minimum 2 years experience in a high-level customer service or administrative role in the hospitality industry

  • Experience booking hospitality arrangements for individuals or groups

  • Experience with guest logistics or talent coordination an asset

  • Experience working for a film festival or large scale event an asset

  • Strong, effective, and professional communicator with strong interpersonal skills

  • Comfortable working with numbers, invoicing, budgets, and other financial information

  • Strong organizational and project coordination skills with extreme attention to detail and the ability to effectively prioritize

  • Strong computer and data management skills, including databases, CRMs, project management tools, internet research, Microsoft Office, Google Suite, Artifax

  • Professional manner and “can-do” attitude with ability to adapt quickly to change

  • Enjoys fast-paced, multi-tasking work environment, with a willingness to adapt to shifting priorities and circumstances

  • Demonstrated mature judgment, patience, professionalism, and diplomacy

  • Ability for discretion and handling confidential information

  • Able to handle challenging situations with a positive, problem-solving attitude

  • Ability to both work independently and in a team environment

  • Initiative and creativity to develop innovative solutions

  • Commitment to diversity, inclusiveness, and public accountability

  • Understanding and commitment to superior client servicing

  • Adaptable to a flexible work schedule including some evenings and weekends to meet deadlines, as well as fully available during Festival

  • Additional language(s) an asset

HOW TO SUBMIT & APPLICATION DEADLINE:

  • All applications must be submitted online through TIFF’s Career Centre .

  • Please upload your cover letter and resumé as PDF(s), before the deadline of FRIDAY MAY 3, 2024.

CLOSING:

We thank everyone who applies for their interest, but only candidates selected for an interview are contacted.

Candidates must be legally able to work in Canada at this time.TIFF regrets that it is unable to sponsor employmentVisas; however, TIFF considers and welcomes individuals on time-limitedVisastatus for this position. For consideration to those on time-limitedVisastatus, yourVisamust allow you to complete the full contract.

Please send any questions via e-mail only to careers@tiff.net .

TIFF is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities.

If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance at careers@tiff.net . We strive to provide reasonable accommodations whenever requested.

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