Conference Services Assistant Supervisor

1 week ago

Kitchener, Ontario, Canada University of Waterloo Full time

Overview:


Oversee the day-to-day aspects of the Summer Accommodations program and fulfill sales, event coordination, event supervision and administrative duties for Catering and Event Services.


This position is contingent upon funding.

Responsibilities:

Oversee the day-to-day aspects of the Summer Accommodations program

  • Recruit, train and oversee the work of the front desk coop students and support staff
  • Schedule staff and create payroll records for staff shifts
  • Ongoing performance management of staff and conduct midterm and final evaluations for coop students
  • Ensure that areas of the business are covered with the necessary number of staff and the correct skillset
  • Perform regular audits on supply and equipment inventory as necessary to operate effectively
  • Create and maintain cleaning calendar to ensure that guest rooms and residence facilities are properly prepared and maintained
  • Liaise with laundry company to ensure linens are laundered and delivered to the appropriate area
  • Coordinate facility cleaning requirements to UW cleaning services employees and contracted cleaning services employees
  • Liaison between departments such as Campus Housing, Food Services, IST, Athletics, etc. to ensure a smooth Summer Accommodations operation
  • Submit work orders and ensure repairs are completed in residence facilities
  • Coordinate preventative maintenance and capital improvement in residence facilities
  • Coordinate client event requirements which may include accommodations, meeting rooms, food services, parking, and signage
  • Develop training programs, employee manuals, shift guidelines and standard operating procedures for Summer Accommodations
  • Assist with supply ordering, inventory control, cash controls and security of all storage and server areas
  • Assist Conference Manager with registration services including the creation of online registration forms and answering attendees' questions on registration
  • Assist Conference Manager with registration services when required
  • Assist in creating "end of season" reports that summarize the conference season including making recommendations to improve services and improve operating procedures
  • Assist in implementing overall marketing and outreach plan
  • Evaluate financial reports and take corrective action when necessary
  • In the absence of the Manager/Supervisor, oversee the daytoday operations of the assigned unit(s)
Sales and supervision for Catering and Event Services

  • Promote and provide growth in sales through direct customer contact, upselling and marketing initiatives
  • Organize client events which could include client meetings, contract preparation, supervision of events, postevent followup and billing
  • Oversight of licensed events as required
  • Ensure all health, safety, sanitation, and maintenance standards are met
  • Contribute to the enhancement of a positive customer experience
  • Maintain high customer service levels by initiating as needed improvement tactics and coaching staff
  • Diffuse and rectify guest complaints and concerns
  • Work with a high degree of professionalism and courtesy when dealing with students, guests, staff and faculty
  • Anticipate needs of clients and offer suggestions to improve their experience
  • May be required to work in other UW Food Services units as needed and performs other duties as assigned
Financial Responsibilities

  • Assist with establishing the annual budget for Summer Accommodations
  • Prepare and reconcile web and bank deposits as required
  • Allocate revenue to the appropriate accounts and journal within the management software
  • Investigate cash float shortages and maintain related procedural documentation as required
  • Ensure financial templates are kept up to date with latest account numbers and conference information
  • Perform monthly audits of all revenue and expense accounts as required

Qualifications:

  • A diploma in Food and Beverage management or equivalent education and work related experience
years in customer service and/or hospitality field such as hotel/conference (preferred)quick service or institutional food service environment

  • Experience supervising and working with student employees
  • Experience with inventory and cash controls, food and labor cost control and providing exceptional customer service
  • Understanding of union environment
  • Proven ability to work with a minimum of supervision in a fast paced, customeroriented environment
  • Excellent motivator with highly developed interpersonal, organization and communication skills(written and oral)
  • Smart serve certified or willingness to attain
  • Proficient in the use of common computer software programs
  • Must maintain a flexible schedule which includes evening and weekends and longer hours to accommodate event schedules or busier periods for the operation
  • Must be available to work on an oncall rotation during the spring term

Equity Statement:
The University of Waterloo is committed to implementing

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