Client Coordinator, Conferencing

6 months ago

Edmonton, Canada University of Alberta Students' Union Full time

**_This position offers a comprehensive benefits & retirement package, generous and flexible vacation benefits, as well as a great work-life balance opportunity_**

The Horowitz Events Centre (HEC) is the conferencing & events arm of the University of Alberta Students' Union (UASU), responsible for 30,000 sq.ft. of conferencing and meeting space booked for over 4,000 events each year in the Students Union Building at the University of Alberta. HEC also provides providing catering & event services for 250+ additional events per month across all U of A campuses.

As a member of the UASU's client coordination and business development team, the **Client Coordinator** serves as a primary point of contact for interested parties looking to rent venue space, book catering services, or receive other event services from the Horowitz Events Centre.

This position will have a particular focus on HEC's major event venues, with the flagship venue being our 695-seat **Myer Horowitz Theatre.**

As part of the larger coordination and business development team responsible for a variety of UASU business assets including event venues, program sponsorship and external services, the Coordinator should also be prepared to assist with broader business development activities where needed. Similarly, the Coordinator should be prepared for some of their own duties to be shared with other team members where practical, and for cross-functional responsibilities to change over time as business needs and operations evolve.

The UASU is a not-for-profit organization that exists to serve undergraduate students at the University of Alberta. Being a social enterprise, “value” from UASU business development activities is measured through a variety of lenses including financial return, social good, and overall benefit to students.

**WHAT WE OFFER**:

- Comprehensive health, dental & vision benefits for you and your family
- Life & disability insurance
- A matching RRSP contribution program
- Generous and flexible vacation benefits & other leave An open, supportive, collaborative and innovative organization
- we thrive on the great ideas of our team
- The opportunity to make a difference by working at a not-for-profit organization
- An annual Wellness Spending Account to better your life outside of work
- Additional training & professional development opportunities

**THE JOB**:

- Manage the booking calendars for the venues within the realm of the Horowitz Events Centre.
- Negotiate contracts for services relating to dates, rates, staff, and miscellaneous charges.
- Ensure that queries are promptly and effectively handled and adequately answered (or forwarded to the responsible party).
- Coordinate tours of the venues for potential clients.
- Ensure that clients have proper insurance to cover their activities with the Horowitz Events Centre.
- Receive and report feedback from customers and clients and to actively make efforts to address any issues, seeking to identify continuous improvement opportunities wherever possible.
- Create client orders for catering and hospitality services.
- Coordinate tastings of catering menus with the kitchen staff for potential clients.
- Work flexible hours to ensure that services are delivered efficiently, on time, and in the best interest of the client.
- Work as a team member by participating in miscellaneous tasks as may be identified from time to time by management.
- Produce accurate and timely quotes and event orders, encompassing facility fees, equipment fees, staffing costs and food costs, with consultation of the appropriate members of the operations team, kitchen staff and management.
- Develop accurate documentation to be used to bill clients, complete financial reconciliation activities with clients, and forward all relevant documentation in a timely manner to the accounting department.
- Develop and maintain solid, long-term relationships with new and existing clients, as well as with stakeholders of strategic importance within the UASU, the University of Alberta and outside organizations.
- Regularly participate in UASU and inter-organizational meetings, and provide leadership at meetings as directed.
- Assist the larger client coordination and business development team in a variety of sales and post-sales coordination activities for various UASU programs, venues and businesses.
- Recognize, address and handle issues in a manner which reflects the requirements of management, and in a manner which contributes positively to the smooth operation and success of the department.
- Assist in the development of budgets and operating plans, and undertake other research and planning activities.
- Perform other work-related duties and projects as assigned.

**YOUR QUALIFICATIONS**:

- A thorough knowledge of the live entertainment business with a focus on venue management, box office / event ticketing, or artist touring / production.
- A minimum two years of related post-secondary education, or an acc

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