Coordinator, Customer Services and Rental

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Business Operations, Level A

Job Title

Coordinator, Customer Services and Rental Operations (Fields and Baseball)

Department

South Campus Operations | Athletics and Recreation

Compensation Range

$4,341.17 - $6,253.75 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 Date

June 19, 2023

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

Job End Date

Job Summary

The Coordinator, Customer Services and Rental Operations (Fields and Baseball) is responsible for the front-line management of student-staff (25+) and operations coordination across several different facilities including Thunderbird Park, Thunderbird Stadium and the Baseball Centre. This individual's responsibilities include supporting the management of the student operations staff, working with both internal athletic department units and external parties to schedule the facility, and facilitating private bookings and equipment rentals. Specifically, this position oversees all general operational aspects of the front desks and bookings of recreation programs and spaces - including the cash reconciliation, cash handling, inventory management, sales reporting, and booking contracts. The incumbent should expect to be at their desk 70% of the time.

The shift for this position will vary depending on seasonal, event and facility requirements, however the shifts will be required during afternoon/evenings and weekends. This position reports to the Manager, Events and Operations (South Campus). Assists in the management of over 25 student operations and admin staff.

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 125 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

Work Performed

CUSTOMER SERVICE OPERATIONS- Provides front-line management of the front desk and facility operations for several facilities (Baseball Centre, Thunderbird Park and Stadium) under the guidance of the Manager, Events and Operations (South Campus).- Implements all aspects of the customer service plan and member services and is responsible for the administration of the registration system.- Oversees all cash handling including cash outs, petty cash, and deposits.- 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.- Day-to-day management of inventory of POS items.- Approves refunds, ensuring that all approvals and rejections are based on established policies and procedures.- Oversees the sales of facility memberships and the administration of drop-in programming- Uses PerfectMind to analyze the trends in product demand and orders retail product accordingly for the Operations Centre. Uses PerfectMind to provide analysis of registration trends and makes recommendations to the Manager.

FACILITY BOOKINGS & EVENT MANAGEMENT- Creates and develops rental contracts in registration and booking system, and collects rental payments.- Responsible for cash and bill collection for rentals and bookings for both contracted and non-contracted users.- Manages and strategically maintains facility calendars for the baseball cages, multipurpose rooms, sports fields and other related spaces with confirmed external bookings and works with programmers to ensure maximum profitability, customer service, efficient facility usage and booking accuracy.- Develop and implement communication protocols and operating procedures for events through the coordination of event plans, information, vendors, suppliers and daily run sheets for events.- Supervise, direct and coordinate the work of vendors, staff and contractors during the event.- Oversees and ensures bookings are delivered with exceptional service and all requirements are fulfilled.- Leads and schedules facility tours for clients seeking to rent the south campus facilities.- Organizes private booking requests for rental equipment including collection and return of deposits, contracts, insurance, and other requirements.- Manages the facility schedules associated with the baseball cages, multipurpose rooms, sports fields and other related spaces.- Provides event and onsite liaising acros

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