Events and Booking Coordinator

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Conferences, Accommodations and Ceremonies, Level AJob TitleEvents and Booking CoordinatorDepartmentBoathouse Facility | Athletics and RecreationCompensation Range$5, $7,709.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End DateSeptember 22, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Nov 30, 2025

Please note that the work schedule for this position is from Sunday to Thursday.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Events and Bookings Coordinator is responsible for event operations and logistics at the John M.S. Lecky UBC Boathouse. Core responsibilities include hiring, training, supervision and scheduling of event staff; providing excellent customer service for all clients and visitors to the facility; providing facility tours and event planning meetings with corporate, wedding and event clients for medium to large scale events; setting and meeting sales targets, generating revenue, liaising with event and maintenance vendors, utilizing the PerfectMind Software and POS systems for client bookings, payments and registrations, inventory management; ensuring staff work safely, meet service standards and adhere to department and facility policies and procedures.

This position will work irregular hours, afternoon, evening and weekend shifts as required for events. The John M.S. Lecky UBC Boathouse is located off campus in Richmond, BC.

Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 100 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 24 varsity teams, 17 competitive club teams, along with thousands of members of the UBC community. UBC Boathouse hosts more than 150 events each year, has more than 300 youth, student and adult athletes accessing the facility each day and serves as a community hub for water sports in Richmond. As an off campus facility, the staff are required to form strong working relationships with outside vendors and must be self-sufficient from an operational standpoint.

Work Performed

Customer Service and Staff Supervision

• Ability to plan, develop, and monitor work schedules to ensure efficient use of personnel; use of scheduling software for scheduling internal staff and external janitorial duties.
• Schedule and lead facility tours for clients seeking to rent the facility.
• Main point of contact for all corporate and event clients and their planning needs.
• Assists with setting sales targets for event hall rentals and responsible for meeting a portion of those targets.
• Coordinates, executes and provides support to all major bookings and events, including coordinating facility set up. Acts as on-site liaison representing both the UBC Boathouse and the University.
• Provides input into the development of long-range budget and planning information.
• Serves as liaison to building occupants, identifying and resolving current and potential operational problems.
• Hires, trains, supervises and evaluates the UBC Boathouse event staff.
• Develops and updates manuals/online resources to assist in the training of both student and other Full Time Staff - including a Point of Sale manual, PerfectMind standards, and a facility supervision manual.
• Monitor standard operating procedures and work methods, ensuring consistent, high quality standards.
• Ensure safe atmosphere in facility by enforcing facility and departmental policies and procedures and taking a proactive approach to risk management.

Facility and Events

• Update and manage facility bookings through PerfectMind.
• Responsible for high degree of facility and event knowledge in order to properly assist clients with event planning and coordination needs.
• Lead event planning meetings with clients, vendors and other key personal.
• Ensure event attendants are well briefed prior to each events shift.
• Provide and train staff on concierge duties specifically for corporate clients.
• Engage with new and existing preferred vendor partners, build relationships, become an expert on their brand and offerings, keep inventory of preferred vendor materials and ensure listings on the website are current.
• Digitize floor plans for all events using floorplanner tool.
• Keep hold and booking calendars up to date (Google, PerfectMind, Outlook).

Operational and Logistics Administrative

• Administers and maintains the PerfectMind Point of Sale system and its associated registration and booking systems including the coordination of PerfectMind data entry and control of the audit process; this individual is responsible for ensuring the accuracy and validity of all content on the PerfectMind system adhere to determined timelines and guidelines. Develops entry guidelines and procedures and training documents for staff.
• Ensures that all payment processing takes place in a secure environment and that clear and effective cash handling procedures are in place and strictly followed.
• Oversees the processing of refund requests and works with Senior Manager, Facility Operations to approve or reject all such requests based on established policies and procedures.
• Ability to identify and troubleshoot technical problems as it relates to PerfectMind software, AV equipment, hardware and other related pieces of equipment.
• Support and hands on training provided to part time staff in both the PerfectMind and floor planning tool.
• Update Social Media Policy and Procedures to reflect changing technologies and trends. Work with marketing team to create daily social media engagement campaigns using platforms such as Facebook, Twitter, Instagram and Pinterest.
• Creating and posting original content and photographs to the event blog and facility website - Analyzing data on marketing and lead sites such as WeddingWire, EventWire and The Knot.
• Keeping current listings with associations such as Tourism Richmond, Tourism Vancouver, Richmond Chamber of Commerce and other such organizations.
• Enters and handles IT tickets for unit.
• Awareness and knowledge of all programs offered in both the event and recreation units within the facility (schedules and general knowledge).
• Other duties as assigned

Consequence of Error/Judgement

This position is vitally important to the daily operation and financial sustainability of the facility. A standard of customer service is vital to ensuring customer satisfaction. In addition, all decisions relating to facility maintenance and management could ultimately affect the safety of those using UBC Athletics and Recreation s Sport Facilities. This position is responsible for ensuring that this facility remains safe and therefore is required to make extremely important decisions regarding the building as well as those that frequent the building.

This person will be responsible for the hiring and supervision of the event assistants who are dealing with large scale events in an autonomous environment. Their judgment of character and ability to assess the work of others is paramount in ensuring that the success of the rentals and the safety of both the participants and the facility are upheld. If any part or portion of this person s duties is neglected, severe consequences will be felt not only by the program itself, but potentially, also by participants and patrons of the facility. The improper execution of details associated with the management of the UBC s Sport Facility operations could result in a tarnished program and university image.

Supervision Received
This position reports directly to the Manager, Events and Operations. The Manager gives guidance and direction to the position, but the execution of responsibilities is solely that of the incumbent. Due to the magnitude of the program, the incumbent is empowered to execute their responsibilities and work independently.

Supervision Given

Directly and indirectly supervises and checks the work of a moderate-sized group of part-time subordinates engaged in event preparation, hosting and supervision duties.

Minimum Qualifications
Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management. Minimum two years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience in an event setting with an emphasis on event management, client servicing and facility operations.
• Knowledge and experience working with budgets, finance and standard accounting practices.
• Previous supervisory experience in facility operations, or office management also strongly preferred.
• Ability to train and supervise staff.
• Strong computers skills essential including working knowledge of Microsoft Office Suite.
• A working knowledge of Adobe Creative Suite InDesign, Photoshop, Illustrator.
• Proficiency or familiarity with CSS, HTML, Wordpress and/or other CMS.
• Strong financial, organizational, and time management skills required.
• Excellent oral and written communication, interpersonal, conflict resolution and organizational skills.
• Demonstrated self-starter.
• Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job.
• Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines.
• Ability to take initiative, analyze problems, identify key information and issues, and effectively Ability to solve problems on an immediate basis.
• Working experience with PerfectMindsoftware an asset.
• Able to lift or move heavy objects of approximately 50lbs.
• This position will typically be Tuesday to Saturday or Sunday to Thursday, based on facility bookings. This position is on-site.
• Must possess a full Class 5 driver's license.
• Flexible approach to work; willingness to work irregular hours as and when necessary.

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