Events and Bookings Coordinator

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A
Job Title
Events and Bookings Coordinator
Department
Boathouse Facility | Athletics and Recreation
Compensation Range
$5,365.42 - $7,709.92 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
February 9, 2025
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Jun 15, 2026
Please note this is a term leave replacement position.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Events and Bookings Coordinator is responsible for event operations and logistics at the John M.S. Lecky UBC Boathouse. Core responsibilities include hiring, training, supervision and scheduling of event staff; providing excellent customer service for all clients and visitors to the facility; providing facility tours and event planning meetings with corporate, wedding and event clients for medium to large scale events; setting and meeting sales targets, generating revenue, liaising with event and maintenance vendors, utilizing the PerfectMind Software and POS systems for client bookings, payments and registrations, inventory management; ensuring staff work safely, meet service standards and adhere to department and facility policies and procedures.
This position will work irregular hours, afternoon, evening and weekend shifts as required for events. The John M.S. Lecky UBC Boathouse is located off campus in Richmond, BC. This position will typically be Tuesday to Saturday or Sunday to Thursday, based on facility bookings. This position is on-site.
Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 100 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 24 varsity teams, 17 competitive club teams, along with thousands of members of the UBC community. UBC Boathouse hosts more than 150 events each year, has more than 300 youth, student and adult athletes accessing the facility each day and serves as a community hub for water sports in Richmond. As an off campus facility, the staff are required to form strong working relationships with outside vendors and must be self-sufficient from an operational standpoint.
Work Performed
CUSTOMER SERVICE & STAFF SUPERVISION
Ability to plan, develop, and monitor work schedules to ensure efficient use of personnel; use of scheduling software for scheduling internal staff and external janitorial duties.
Schedule and lead facility tours for clients seeking to rent the facility.
Main point of contact for all corporate and event clients and their planning needs.
Assists with setting sales targets for event hall rentals and responsible for meeting a portion of those targets.
Coordinates, executes and provides support to all major bookings and events, including coordinating facility set up. Acts as on-site liaison representing both the UBC Boathouse and the University.
Provides input into the development of long-range budget and planning information.
Serves as liaison to building occupants, identifying and resolving current and potential operational problems.
Hires, trains, supervises and evaluates the UBC Boathouse event staff.
Develops and updates manuals/online resources to assist in the training of both student and other Full Time Staff - including a Point of Sale manual, PerfectMind standards, and a facility supervision manual.
Monitor standard operating procedures and work methods, ensuring consistent, high quality standards.
Ensure safe atmosphere in facility by enforcing facility and departmental policies and procedures and taking a proactive approach to risk management.
FACILITY & EVENTS
Update and manage facility bookings through PerfectMind.
Responsible for high degree of facility and event knowledge in order to properly assist clients with event planning and coordination needs.
Lead event planning meetings with clients, vendors and other key personal.
Ensure event attendants are well briefed prior to each events shift.
Provide and train staff on concierge duties specific