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Events, Summer Accommodation
2 weeks ago
**JOB PURPOSE**:
The Events, Summer Accommodation and Sales Coordinator is responsible for the oversight of summer accommodations and guest service desk operations as well as event coordination, sales and marketing. They are responsible for day-to-day management of the Summer Accommodation program, planning and executing events including coordination of logistics and services, event supervision, and budget tracking regarding assigned events and bookings as well as conducting sales and marketing duties in support of Conference & Hospitality Services. They also share responsibility for hiring, training and supervision of student staff in support of portfolio programs.
**KEY ACTIVITIES**:
**Marketing/Sales**
- Reviews requests for quote with Director and respond to enquiries.
- Provides appropriate marketing information to the Administrative Assistant for updating the website.
- Develops and execute social media plan in alignment with department goals to increase promotion of venue and summer accommodations.
- Updates marketing materials and sends print or electronic materials to potential clients including preparing, sending and following up on quotes.
- Conducts site tours as required.
- Manages setup and updates of OTA or other online booking system for summer accommodations.
- Reviews data for follow-up assessments and surveys to ensure client satisfaction and rebooking potential.
- Attends industry events or tradeshows to promote the department.
- In conjunction with the Director and Event Coordinator (Liquor License and Pub Services), reviews rates and selling prices for department products and services annually.
**Event Coordination**
- Generates contracts for assigned events for Director and client signature. Events may include day meetings, weddings, overnight conferences or special events.
- Coordinates with clients and internal departments for assigned events for the arrangement and confirmation of all event services and logistics arrangements including but not limited to: accommodations, classrooms and other facilities, registration, food and beverage, parking, audio visual and signage.
- Assists with online registration for assigned events by creating registration forms and tracking registrations and generating reports.
- Ongoing communications with clients for assigned events.
- Ensures insurance coverage is provided by the client or arranges for same through the University.
- Assists with event setup and responsible for onsite supervision of events throughout the year, including evening and weekend scheduling, as required.
- Ensures assigned event files are maintained as well as completes and communicates all necessary forms and reports.
- Supervises events with alcohol services, ensuring compliance with regulations and policies, completing necessary paperwork, ensuring staff follow guidelines, obtaining approvals for alcohol charges, and tracking/reporting incidents to the Director and Security. Coordinates with the Event Coordinator (Liquor License and Pub Services) for special licenses as required.
**Summer Accommodations**
- Ensures efficient setup and operation of summer (May to August) guest service desk for reservation coordination, guest check in/out and payment processing.
- Ensures regular tracking and inventory of residence keys and building access cards reporting issues to Director and/or Locksmith as required. Director is designated authority.
- In consultation with Director, assigns residence room blocks to groups based on departmental bookings and cleaning requirements.
- Maintains and tracks appropriate bedroom supplies inventories.
- Coordinates with Caretaking Supervisors for daily, weekly and monthly cleaning requirements of residence from May to August.
- Ensures any issues related to residence from May to August are tracked and reported on a regular basis.
- For assigned events, confirms appropriate accommodations, and coordinates rooming lists with event organizers.
- Reviews reservation requests and ensures online accommodation booking allocations are up to date including that staff are aware of rooms available for non-group bookings.
- Primary responsibility within the department for training, data updates and use of property management software (Starrez) and Access control system (Axiom) and other related systems if needed.
**Student Staff/Human Resources**
- Assists with all student staff hiring, supervising and training for May to August operations by creating/posting job descriptions, conducting interviews, completing employment contracts, and developing and providing training.
- Primary responsibility for providing leadership, training, supervision and support to guest service desk student staff (May to August) including accurate use of the POS machine.
- Ensures appropriate student staff levels for assigned events and programs throughout the year.
- Assists with overseeing student staff payroll entry into VIP and ensuring student staff hours are allocated to app
