Senior Event Services Coordinator

6 days ago

Waterloo, Ontario, Canada University of Waterloo Full time

About the Role



The University of Waterloo is seeking a highly organized and detail-oriented Senior Event Services Coordinator to join our team. This role will provide comprehensive administrative support to the Catering and Event Services team, ensuring the seamless execution of events and exceptional service delivery.



This position involves managing customer contracts, overseeing event logistics, and serving as the primary point of contact for clients and visitors. By fostering strong relationships, maintaining organized records, and actively participating in continuous improvement initiatives, the incumbent contributes to the overall success and growth of the department while enhancing customer satisfaction.



Responsibilities


  • Prepare and manage customer contracts for deliveries and full-service events, ensuring all necessary applications and permits are obtained for both internal and external clients.
  • Collaborate with the Catering and Event Services Sales Manager to generate new business leads and expand the client base.
  • Oversee event logistics, including catering and conference requirements for various functions such as luncheons, dinners, receptions, and bar services, ensuring all client needs are met effectively.
  • Provide exceptional personalized service to clients by coordinating custom items, such as centerpieces and rentals, tailored to specific event requirements.
  • Assist the management team by maintaining organized records of contracted business and related information, ensuring accurate and accessible documentation.
  • Manage reservations for event spaces, ensuring optimal utilization of facilities.
  • Utilize the University of Waterloo systems for the creation, management, and closure of events and bookings, ensuring compliance with institutional procedures.
  • Prepare daily bank deposits and invoices in accordance with departmental policies and procedures.
  • Prepare and reconcile financial documentation for final invoice submission, ensuring accuracy and compliance.
  • Adhere to cash handling procedures, including daily cash reconciliation, bank deposits, preparation of cash floats/change funds, and submission of required reports to the administrative office.
  • Maintain comprehensive and organized records of contracted business and related information, facilitating clarity and accessibility for the management team.


Sales & Growth Initiatives


  • Actively seek opportunities to increase sales by identifying and pursuing new business leads through networking, referrals, and targeted marketing efforts.
  • Foster strong relationships with current and potential clients through personalized follow-ups and consultations to understand their needs and offer tailored solutions that enhance client satisfaction and loyalty.
  • Working with the Culinary team to accommodate requests on a one-off basis as per client's requests/requirements.
  • Organize and lead the team that will execute the event in accordance with the systems and procedures set in place by the Area Manager, Operations Manager, and Sales Manager.


Reception Duties


  • Serve as the primary point of contact for guests, employing proactive problem-solving skills to enhance customer satisfaction in a dynamic environment.
  • Promote the Catering and Conference Services menu to both potential and existing clients, effectively highlighting offerings and addressing inquiries.
  • Manage daily communications, including incoming mail, phone calls, online orders, and various requests, ensuring timely distribution and prompt responses.
  • Receive, sort, and distribute incoming mail for the department, maintaining an organized workflow.
  • Assist in the maintenance and inventory of office supplies and equipment, ensuring availability and optimal functionality.


Other Responsibilities


  • Participate in continuous improvement initiatives by identifying opportunities to streamline processes and enhance service delivery.
  • Provide operational support during peak event periods to ensure seamless execution and maximize customer satisfaction.
  • Undertake additional projects and responsibilities related to Food Service administration as assigned by management, demonstrating flexibility and adaptability in meeting departmental needs.
  • Other duties as assigned.


Qualifications




  • Completion of a post-secondary program or combination of education and experience.
  • Minimum 2 years' experience in an administrative role.
  • Previous experience with data entry and cash handling would be an asset.
  • Experience in a sales environment is an asset.
  • Must be detail oriented and have accurate keying skills in a busy office environment with frequent interruptions and distractions.
  • Possess excellent customer service skills with a high degree of professionalism and courtesy.
  • Demonstrated ability to take initiative and work independently and in a team setting.
  • Excellent communication (written and verbal), organizational, and interpersonal skills are required.
  • Must be proficient with Windows, Microsoft Excel, Word, Internet, and Email.


Salary



The estimated annual salary for this role is $55,000 - $65,000, depending on qualifications and experience.

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