Lead Coordinator, Event Management

3 months ago

Ottawa, Canada University of Ottawa Full time

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
36

**Job Family**:
Event Management

**# of Open Positions**:
1

**Faculty/Service - Department**:
Student Affairs, Client Relations, Reservations & Conventions, Business Development and Partnerships

**Campus**:
University Centre

**Union Affiliation**:
SSUO

**Date Posted**:
September 19, 2024

**Closing Date**:
September 29, 2024
**Note**: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

**Hours per week**:
35

**Salary Grade**:
SSUO Grade 09

**Salary Range**:
$69,478.00 - $87,764.00

About Student Affairs:
There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do.

**Position purpose**:
Under the supervision of the Manager, Conventions and Reservations, coordinates and facilitates the organization of conventions and reservations; conferences, meetings, symposiums, seminars; assists and advises customers in the organization of their activities; makes space and service reservations; sells and promotes the University's services and facilities; supervises the running of major events; manages conflicts and complaints and administers the inherent administrative and financial documentation. The Coordinating Officer's mandate is to ensure that customers benefit from quality services, and to maximize the profitability and use of facilities and services rendered.
This position requires a high degree of judgment to deal with non-standard, stressful, time-sensitive, high-visibility events with special functions, such as high-profile conferences, alumni events, official visits by dignitaries, Open House, Orientation Week, workshops or retreats, or any other type of event.

**In this role, your responsibilities will include**:

- Validate the customer's authenticity and the nature of the activities, which means gathering and detailing the customer's specific needs: indoor and/or outdoor spaces (rooms, terraces, etc.), food requirements, bar service, logístical needs (table reservations, tablecloths, skirts and tents), technical support, parking and protection, necessary equipment (audiovisual or other), layout of the premises and installation of facilities, housekeeping, prices, etc., and conduct appropriate tours of the University's facilities with the customer.
- Make room reservations and ensure that there are no scheduling conflicts with other events, as well as identify and coordinate University services such as Building Services, Protection and Parking, Audiovisual and Multi-Media Services and other services required for the event, as well as external suppliers (Party Time, Confortable, Labelle Tente, etc.).
- Meet with client and/or committee in person or by phone to ensure event objectives and details are met, as well as organize, participate in and coordinate meetings with service providers (internal and external) and clients, both on and off campus.
- Draw up cost estimates: obtain all necessary information (availability of facilities), taking into consideration the customer's budget and the potential revenue generated by the event.
- Draft the terms and conditions of the contract and inform the customer of them, discuss them with the customer and ensure that they are signed and paid within the required deadlines. Receive initial payments for all unbilled, prepaid activities, account for them and forward them to the Finance Department with supporting documents, ensuring compliance with University regulations and procedures.
- Supervise the running of the event, be present during the set-up of the venue, the installation of the equipment and coordinate its set-up, while being available for any problem resolution that may arise in connection with a number of factors such as equipment, modifications to the room layout, etc. Remain fully available to the customer by cell phone or other means, both evenings and weekends.
- Verify customer satisfaction after the event and deal with all complaints. Intervene with suppliers to this effect. Negotiate discounts and rebates as required.
- Sell the University's facilities to potential customers, complete requests for quotations.
- Responsible for each client's financial file, determining appropriate expense accounts, approving external invoices, accounting for them and preparing billing files. Follows up on accounts payable with various suppliers for equipment, catering, audiovisual, etc., and ensures that they are accurate, reflect services rendered and are paid.
- Keep abreast of all the internal factors influencing your business sector: physical renovations, new spaces, new services, new parking facilities, etc.
- Participates in the development of work methods to maintain and improve the quality of customer service and the effici

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