Event and Sales Coordinator
6 months ago
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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