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Conference Services Coordinator

2 months ago

Vancouver, British Columbia, Canada UBC Full time
Job Summary

This position is responsible for planning, coordinating, and managing client services for events and group business. This includes managing events, groups (including Accommodation only groups), and coordinates services including booking/managing group accommodation, event space, services, and equipment needs.

Key Responsibilities
  • Manages relationships with clients from booking to service, books new and returning groups and events, and manages contracts up to and including service delivery.
  • Assesses client needs and requirements and develops a proposal for services, facilities, and equipment related to events.
  • Prepares contracts, negotiates designated terms, sends/collects contracts, and confirms group bookings in writing and in a timely manner.
  • Closes bookings through lead follow-ups, emails, and telephone contacts.
  • Responsible for overseeing logistics for clients, including recommending plans, suppliers, facilities, and equipment related to events.
  • Oversees on-site conference logistics and attends key client functions.
  • Troubleshoots problems and authorizes/implements corrective measures, including the resolution of client concerns and disputes.
  • Develops and prepares financial and statistical reports.
  • Calculates charges according to contracts, prepares pre-payment invoices, sends to clients, and pursues late payments.
  • Maintains detailed client profiles, function details, and communication records.
Requirements
  • Two-year diploma in Hotel Management, Hospitality, Tourism, or Event Management.
  • Minimum two years of related experience, or an equivalent combination of education and experience.
  • Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
  • Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Preferred Qualifications
  • Blend of relevant courses and progressive on-the-job training an asset.
  • Extensive knowledge of the meetings, tourism, and hospitality industry preferred.
  • Effective oral, written communication, and business presentation skills required.
  • Strong aptitude and ability to use Microsoft Office-based software and ability to learn new software and hardware applications.
  • Excellent interpersonal, problem-solving, planning, customer-service, and organization skills.
  • Experience in fostering relationships and working cooperatively with staff teams, clients, and suppliers.
  • Ability to plan and work independently and meet deadlines with a high degree of accuracy.
  • Ability to multi-task, prioritize, lead, work independently, and be extremely flexible as needed.
  • Must be professional and have the ability to interact with management, colleagues, faculty, and clients.