Room Booking Coordinator

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/11/2024
**Req ID**: 36474
**Faculty/Division**: VP - Operations and Real Estate Partnerships
**Department**: Campus Events
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00012752

**Description**:
**About us**:
With a population on the St. George Campus of approximately 80,000 people engaged in a variety of diverse activities, the Campus Events (CE) unit provides a focal point to assess and ensure a variety of high-profile events can be successfully executed while ensuring that the activities related to the purpose of the University - namely academic instruction and research - can proceed without disruption. Like all other departments in Spaces & Experiences (S&E), Campus Events also generates net income which is reinvested in the University.

**Your opportunity**:
Reporting to the Assistant Director, Conference Services, the Room Booking Coordinator position is an integral part of the Campus Events unit and the first point of contact for University staff and student inquiries. The demand for Campus Events services is extremely high so while the position is fast paced, there is tremendous support from a highly collaborative and dynamic team.

**Your responsibilities will include**:

- Acting as the first point of contact for general enquiries and sharing communications.
- Responding to enquiries with a highly polished customer service approach in the defined scope of the role and redirecting as appropriate.
- Booking meeting rooms, event spaces and arranging appropriate accommodations by screening and reviewing requirements to make recommendations for appropriate space and services.
- Keeping well-informed on policies, rules, regulations and guidelines.
- Determining logístical details and activities for events and/or programming.
- Processing and issuing invoices.

**Essential Qualifications**:

- Advanced College Diploma (3 years) in event planning or acceptable combination of equivalent experience.
- Minimum three years or recent and related experience in institutional room booking or event operations.
- Experience serving as the first point of contact in a large and diverse environment responding to inquiries.
- Experience reviewing and processing room and facilities requests for meeting and event space bookings.
- Experience with room access priorities, room features and constraints.
- Experience with expense tracking, processing and issuing invoices.
- Experience identifying and recommending space, furniture and AV equipment for meetings and events.
- Excellent oral and writtencommunications skills.
- Intermediate computer skills including strong skills with Microsoft Office Suite.
- Intermediate skills with space booking systems
- Strong abilities to manage time sensitive bookings and competing deadlines.
- Strong interpersonal and customer service skills.

**Assets (Nonessential)**:

- Experience working at academic institution, meeting and conference centre, hotel or similar environment.

**To be successful in this role you will be**:

- Accountable
- Courteous
- Meticulous
- Multi-tasker
- Organized
- Team player

**Closing Date**: 03/19/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Ancillary Operations
**Schedule**:
**Pay Scale Group & Hiring Zone**:
**Job Category**: Communication/Media/Public Relations

**Lived Experience Statement

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