Event and Sales Coordinator

4 weeks ago

Kamloops, Canada Thompson Rivers University Full time

Coordinates the selling and booking of space and services for conferences and special events including venue booking, catering, setup, AV and logistics; prepares marketing material; provides on-site tours; monitors services for special events; assists with marketing of and liaises with TRU hotel operation; generates revenue for Ancillary Services and TRU through research and identification of new clients, sectors and opportunities.

MAJOR DUTIES & RESPONSIBILITIES
- Assesses client requirements, conducts tours and provides information and quotes on available services. Meets with clients and takes reservations for facility, conference and event services.
- Coordinates complete range of conference services for clients including accommodation, logistic support, catering, AV services, room setup, printing, etc. through a detailed contract.
- Inputs and maintains sensitive client information into events software database, including timeline, setup, catering, liquor, special requirements, dietaries, numbers and any other pertinent details.
- Promotes conference and event services, TRU hotel rooms and conference centre facilities to TRU, Kamloops community, Canada and US markets.
- Creation and review of marketing programs; advertising and promotional material.
- Manages events and client's requirements for all conference and special event bookings.
- Provides on-site inspections for all event bookings, including room set-ups, menus equipment needs, and overall venue appearance.
- Liaises with residence management, Facilities, AV services, security, janitorial, TRU departments and external contractors.
- Coordinates the work of employees and volunteers by providing leadership and supervision; planning, assigning and checking work; providing feedback; making recommendations for training and development; provides input in the preparation of evaluations.
- Creates and maintains surveys; compiles survey and statistical data and prepares reports; develops financial records and reports.
- Attends meetings of TRU committees as appropriate.
- Coordinates the establishment and maintenance of standards, formats, policies and processes related to TRU Conference Centre.
- Accepts and records replies/registrations, approves event itinerary and content, preparation of remarks, pre-event briefings and de-briefings for TRU Conference Centre run events.

REPORTS TO
Director, Ancillary Services

QUALIFICATIONS

EDUCATION:

- Grade 12 plus Events and Convention, Hospitality Management Diploma or equivalent

EXPERIENCE:

- Five years' related hospitality experience, in the selling and booking of facilities, events and conferences including:

- One year experience in editing, writing communication and promotional materials for print and electronic publishing (web, social media, etc.)

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Ability to deal courteously and tactfully with staff, students, clients, contractors, VIPs and members of the general public
- Ability to communicate effectively both verbally and in writing
- Proven ability to write and copy edit effectively for publications
- Demonstrated ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines
- Ability to operate related equipment
- Good knowledge of hospitality industry
- Knowledge of electronic word processing, data entry, web page software, social media platforms and the importance of design elements when branding printed and electronic equipment
- Ability to maintain a high degree of attention to detail
- Strong analytical, organization and problem solving skills
- Ability to work both independently and as a team player
- Ability to handle confidential documents with discretion
- Experience with electronic data entry (with 80 key strokes per minute) and word processing (with 45 words per minute)

WORKING CONDITIONS
- Sitting at a desk and computer for periods of time
- General office conditions
- Some work outdoors is required
- Must be able to lift boxes of promotional items in excess of 20kg
- Occasional travel, usually local or within BC, is required

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