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Booking and Support Coordinator

3 months ago

Montreal, Quebec, Canada Concordia University Full time

Position Number:
/ P1866

Department:
Event Services Administration

Grade:
GR08

Campus:
Sir George Williams (Downtown)

Salary:
$ $34.65 per hour

Union/Association/HR Policy:

CUSSU

Posting deadline:
July 14, 2023


Recognized as Canada's top university under the age of 50, and one of Montreal's top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.


Be part of a community that addresses society's big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.


As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.


SCOPE

Reporting to the Manager, Conference Services, the incumbent is responsible for coordinating the booking requests for faculty, staff, students and external clients; assume a variety of office support duties, including liaise with clients and suppliers, customer-related services, event-related services and assist the Conference team on departmental activities.

As the front-line department representative, the incumbent is also responsible for greeting, assisting and providing information to all Hospitality customers coming into the office.


PRIMARY RESPONSIBILITIES

  • Manage bookings for university and external community wishing to host nonacademic events, symposiums and activities on campus; evaluate needs and recommend best solutions to ensure successful outcome, resolve conflicts and review requests according to University policies and guidelines.
  • Act as a resource person and provide direction for the internal and external community regarding Hospitality areas and managed venues as well as other event venues campuswide; respond to customer inquiries and issues, and take necessary follow up action to address the request and/or to resolve the situation.
  • Provide direction to the internal and external community regarding protocols when hosting events on campus: University procedures and policies, as well as external and government regulations, such as RACJ, and MAPAQ in order to mitigate risks on campus; determine necessary permits, waivers, etc. specific to each event.
  • Ensure all event requests are in compliance of the University's Policies on Temporary Space, Alcohol, and Food, and their respective procedures; verify booking information is accurate and complete, to ensure compliance with Environmental Health and Safety, Security and external agency regulations.
  • Prepare booking confirmations and lease agreements (logístical details, event setups, payment process, insurance, regulations, personnel, facilities and service fees, client instructions) and eventrelated documents.
  • Act as a liaison for clients, event coordinators and other University Space Administrators to ensure optimization of campus facilities, and ability to accommodate multitude of activities for both the internal and external community.
  • Handle the rental of Conference equipment (process requests, payments ensures available inventory), for University events; Manage furniture inventory and oversee process and suggests improvements.
  • Perform administrative duties as required by Manager, prepare reports, schedule meetings and provide assistance on departmental operations and projects.
  • Review booking and departmental processes on an ongoing basis in order to continuously improve customer service and efficiencies.

QUALIFICATIONS

  • Attestation of College Studies (ACS) in a field relevant to primary responsibilities and four to seven years of related work experience.
  • Knowledge of an Event Management Software (ie: EMS).
  • Good knowledge (intermediate level) of Word (to set up forms, do mail merges, and to prepare labels); basic knowledge of Excel (to create reports) and PowerPoint.
  • Good knowledge (Level 4) spoken English and basic knowledge (Level 3) spoken French in order to discuss and to respond to various inquiries; good knowledge (Level 4) written English in order to draft correspondence and produce letters.
  • Ability to remain calm in stressful situations, to work under pressure, to multitask, to work independently as well as in a team environment.
  • Keen attention to detail and ability to demonstrate proactive problemsolving skills.
  • Excellent interpersonal skills and dedication to providing exceptional customer service.
  • Superior organizational skills: able to establish and respond to priorities in a highvolume environment while working independently or as part of a team.


Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English.

Since this position supports academic and administrative functions of