Conference Coordinator

2 weeks ago

Victoria, Canada KWENCH Full time

Conference Coordinator 2024
**Reporting to**: Club Manager
**Hours**: 40 Hours Per Week (flexible)
**Salary**: $50 - $58 K
Who We Are
KWENCH is a one-stop multi-service work and culture club providing individuals and businesses with office space, fitness facilities, creative space, learning opportunities, events, community, and food under one roof.
Our Mission
At KWENCH, we exist to support our members in living happy and engaged lives. We do this by valuing knowledge, wellness, experiences, novelty, curiosity & connection.
The Role
The Conference Coordinator is responsible for planning and coordinating all booking inquiries and leads.
This role is split between administrative tasks, phone communication, and in-person interactions. The administrative side requires strong written communication skills for crafting proposals, managing schedules, and ensuring smooth logistics. Phone communication involves handling inquiries, building rapport with clients, and providing prompt and accurate information. In-person responsibilities include meeting with clients, conducting site tours, and executing events precisely and enthusiastically.
Main Duties
**Sales & Client Outreach**:

- Actively contact prospective & past clients, promoting KWENCH’s boardroom and event services.
- Work with the branding and marketing team to ensure all promotional materials are up-to-date and aligned with our sales goals.
- Upsell clients on additional offerings, such as food and beverage services, to maximise revenue and the client's seamless experience
- Run biannual campaigns aimed at increasing event bookings and attracting new clients.
- Manage all bookings for the Club, Experience Room, Neighbourly, and photography shoots.

**Event Planning & Coordination**:

- Manage all aspects of event-related payments, including processing deposits, coordinating rental fees, and handling refunds.
- Prepare all event details and logistics, including Banquet Event Orders (BEO), signage, and client communications, for the Experience & Culture Coordinator or Member Service team to execute.
- Coordinate event specifics with clients, ensuring their vision and expectations are met.

**Problem-Solving & Conflict Resolution**:

- Anticipate and troubleshoot potential challenges during the planning phase to avoid complications for the event team.
- Serve as a point of contact for any client issues during the planning process, ensuring a positive experience and maintaining client satisfaction.

**Client Relationship Management**:

- Build and maintain long-term client relationships, ensuring repeat business and positive referrals.
- Solicit client feedback post-event to improve future bookings and enhance client satisfaction.
- Develop loyalty or incentive programs to encourage repeat bookings and deepen client relationships.

**Revenue & Growth**:

- Upsell clients on all event offerings, including food and beverage services, to maximise event revenue.
- Understand and aim to meet or exceed revenue goals of 25+K a month, contributing to KWENCH’s growth and financial success.

**Reporting & Metrics Tracking**:

- Track and report on key sales metrics, including conversion rates, inquiries versus bookings, and event revenue.
- Use data to continuously refine sales strategies and outreach campaigns, ensuring maximum impact.

**Market Research & Lead Generation**:

- Conduct research to identify new opportunities and potential clients in relevant industries, organisations, and communities.
- Maintain a database of prospective clients and ensure follow-up communication is timely and effective.
- Stay informed about trends and competitors in the coworking and event space industry to refine outreach strategies and develop a competitive edge.

**Member Service Assistance**:

- Ensure proper closing of the club on scheduled dates.
- Cover the front desk for the MS team when scheduled or requested.

What We Look For
- 2+ years of event programming and customer service experience in a fast-paced environment
- Serving It Right Certification
- Personable and a genuine people person
- Self-starter, able to take initiative and work independently
- Ability to adapt to a fast-moving environment where responsibility and deliverables may change
- Proficient in Google Suites
- Software savvy (experience with Tripleseat a bonus)

Perks & Benefits
KWENCH is dedicated to hiring people who want to pursue their passion and explore their talents. We provide our staff with a supportive and safe work environment.
- Health and dental plan
- Wellness Days
- A socially responsible and inclusive culture
- Locally & Female owned and operated
- Inspiration: With one of the most dynamic, creative and diverse communities, KWENCH serves as both a muse and a catalyst for growth and impact.
- A certified B Corps company that meets high standards of social and environmental performance, transparency, and accountability

  • Sales Coordinator, Victoria Conference Centre

    6 months ago

    Victoria, Canada Destination Greater Victoria Full time

    Destination Greater Victoria is a dynamic destination marketing organization looking to add to our talented team. With a membership of over 950 businesses, we offer a fast-paced, positive and results-oriented culture. We offer a unique opportunity to contribute to the tourism industry and work collaboratively with a variety of local businesses to drive...

  • Administrative Coordinator

    3 weeks ago

    Victoria, British Columbia, Canada Sussex Insurance Agency (Town & Country) Full time

    Sussex Insurance Agency (Town & Country) seeks a highly organized and detail-oriented Administrative Coordinator to join our team. The successful candidate will be responsible for arranging and coordinating seminars, conferences, and other events. In addition, they will be required to record and prepare minutes of meetings, seminars, and conferences, as well...

  • Office Coordinator

    3 weeks ago

    Victoria, British Columbia, Canada IMM Recruitment Ltd Full time

    The role of an Administrative Support Specialist at IMM Recruitment Ltd involves the coordination of various tasks to ensure the smooth operation of the HR department. Responsibilities include arranging seminars and conferences, coordinating activities to meet organizational goals, and overseeing daily operations. Additional duties include scheduling...

  • Administrative Coordinator

    3 weeks ago

    Victoria, British Columbia, Canada IMM Recruitment Ltd Full time

    Main ResponsibilitiesArrange and coordinate seminars, conferences, and events.Coordinate HR activities to meet the organization's goals.Direct and control daily operations.Open and distribute mail and other materials.Record and prepare minutes of meetings, seminars, and conferences.Schedule and confirm appointments.Oversee the preparation of reports.Order...

  • Office Coordinator

    3 weeks ago

    Victoria, British Columbia, Canada Sussex Insurance Agency (Town & Country) Full time

    About the Role:We are seeking a highly organized and detail-oriented Office Coordinator to join our team at Sussex Insurance Agency (Town & Country).The successful candidate will be responsible for arranging and coordinating seminars, conferences, and other events. This will include recording and preparing minutes of meetings, scheduling appointments, and...

  • Administrative Coordinator

    1 month ago

    Victoria, British Columbia, Canada AP Immigration & Employment Services LTD. Full time

    Job Title: Administrative CoordinatorJob Summary: We are seeking an experienced Administrative Coordinator to join our team at AP Immigration & Employment Services LTD. The successful candidate will be responsible for providing administrative support to our staff, coordinating seminars and conferences, and managing office procedures.Key...

  • Membership & Volunteer Development Coordinator

    6 months ago

    Victoria, Canada Society of Saint Vincent de Paul Full time

    The Society of Saint Vincent de Paul of Vancouver Island (“the Society”) has been supporting people in need on Vancouver Island since 1916. Focused on impacting the lives of people affected by poverty, the Society offers emergency relief services while maintaining a focus and commitment to addressing the root causes that contribute to poverty in our...

  • Executive Coordinator

    2 weeks ago

    Victoria, British Columbia, Canada IMM Recruitment Ltd Full time

    About IMM Recruitment LtdWe are seeking an Executive Coordinator to join our team. This is a permanent position with 35-40 hours per week.Salary InformationThe estimated salary for this role is $45,000 - $55,000 per year, depending on location and experience.Job DescriptionIn this role, you will be responsible for coordinating the activities of the HR...

  • Administrative Coordinator

    2 weeks ago

    Victoria, British Columbia, Canada Sussex Insurance Agency (Town & Country) Full time

    Job Title: Administrative CoordinatorAt Sussex Insurance Agency (Town & Country), we are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. The successful candidate will be responsible for coordinating seminars, conferences, and meetings, as well as maintaining manual and computerized information filing systems.Key...

  • Membership & Volunteer Development Coordinator

    6 months ago

    Victoria, Canada Society of Saint Vincent de Paul Full time

    The Society of Saint Vincent de Paul of Vancouver Island (“the Society”) has been supporting people in need on Vancouver Island since 1916. Focused on impacting the lives of people affected by poverty, the Society offers emergency relief services while maintaining a focus and commitment to addressing the root causes that contribute to poverty in our...

  • Office Coordinator Specialist

    2 weeks ago

    Victoria, British Columbia, Canada Royal Spice Full time

    Job OverviewWe are seeking a highly skilled Office Coordinator Specialist to join our team at Royal Spice. This role is responsible for coordinating seminars, conferences, training staff, and establishing office procedures.

  • Senior Office Coordinator

    2 weeks ago

    Victoria, British Columbia, Canada Royal Spice Full time

    About Royal SpiceRoyal Spice is a dynamic organization that requires a highly skilled and experienced office coordinator to join our team.Job SummaryWe are seeking an accomplished Senior Office Coordinator who can provide administrative support to our management team, ensure seamless day-to-day operations, and contribute to the overall success of our...

  • Strategic Operations Coordinator

    2 weeks ago

    Victoria, British Columbia, Canada IMM Recruitment Ltd Full time

    We are seeking a skilled Administrative Assistant to join our team at IMM Recruitment Ltd.The successful candidate will have 1-2 years of experience in a similar role and a college or CEGEP education. The ideal candidate will possess excellent organizational skills, be able to multitask, and have strong communication skills.Key Responsibilities:Seminar and...

  • Administrative Coordinator

    2 weeks ago

    Victoria, British Columbia, Canada McIntyre Finishing Ltd. Full time

    About B.C. LTDB.C. LTD is a dynamic organization seeking an organized and detail-oriented individual to fill the role of Administrative Assistant.Job Summary:We are looking for a highly motivated and skilled professional to provide administrative support to our team. The successful candidate will be responsible for coordinating seminars, preparing minutes of...

  • Administrative Coordinator

    6 months ago

    Victoria, Canada XlynX Materials Inc Full time

    **Overview**: **About our company**: **Responsibilities**:. - Coordinate with sales to manage invoicing processes, including sending out invoices, following up on payments, and resolving billing inquiries. - Assist with basic HR duties such maintaining personnel records, coordinating employee benefit programs, assisting with new hiring processes, supporting...

  • Administrative Coordinator

    4 weeks ago

    Victoria, British Columbia, Canada AP Immigration & Employment Services LTD. Full time

    Job Title: Administrative AssistantJob Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at AP Immigration & Employment Services LTD. The successful candidate will be responsible for providing administrative support to our staff, coordinating events, and maintaining accurate records.Key...

  • Population Health and Wellness Coordinator

    6 months ago

    Victoria, Canada Luther Court Community Health Centre Full time

    **ORGANIZATION SUMMARY**: Luther Court Society is a charitable, not-for-profit, community-based organization with a history of service excellence. With a collaborative interdisciplinary model, Luther Court provides and advocates for a wide range of care, housing, and programs to meet the wellbeing needs of the local community, including primary health care...

  • Oncology Unit Coordinator

    2 weeks ago

    Victoria, British Columbia, Canada PHSA Full time

    Job OverviewAs a Oncology Unit Coordinator, you will play a vital role in supporting our team at BC Cancer in Victoria, BC.About the RoleThis is an exciting opportunity to join a dynamic team providing comprehensive cancer care to patients and their families. You will be responsible for coordinating various tasks, including patient flow, diagnostic services,...

  • Program Coordinator

    6 months ago

    Victoria, Canada Scale Collaborative Full time

    Scale Collaborative is seeking an experienced Program Coordinator to join our team. The Program Coordinator is pivotal in coordinating and delivering Scale Collaborative’s programs, especially focusing on Thriving Non-Profits cohorts. They ensure participants have enriching experiences, fostering advocacy for Scale and our programs. By maintaining high...

  • Business Development Coordinator

    6 months ago

    Victoria, Canada Ecofish Research Full time

    **WHO IS ECOFISH LOOKING FOR?** We are looking for a dedicated and hard-working **Business Development Coordinator** to join our accomplished team! We will provide an opportunity to join a team of experienced and skilled professionals who thrive on innovation, collaboration, and integrity. While working alongside Ecofish experts in your field, we will...