Booking Coordinator, Campus Events

**Date Posted**:09/24/2025
**Req ID**: 45266
**Faculty/Division**: Operations and Real Estate Partnerships
**Department**: Campus Events
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00046579

**Description**:
**About us**:
Campus Events provides leadership, direction, expertise and advice in event production to the University community and external stakeholders, with emphasis on high standards for customer service, attention to detail and quality. Campus Events manages and facilitates a broad portfolio of activities including 25,000+ space booking annually including all internal, Recognized Student Groups and external requests for all spaces in the central room inventory across the St. George Campus. Campus Events also offers a concierge service to support high production virtual and hybrid events. With a population on the St. George Campus of approximately 80,000 people engaged in a variety of diverse activities, Campus Events provides a focal point to assess and ensure a variety of high profile and other events can be successfully executed while ensuring that the activities related to the purpose of the University - namely academic instruction and research - can proceed without disruption.

**Your opportunity**:
Reporting to the Manager, Campus Events, the Booking Coordinator, Campus Events is an integral part of the Campus Events unit and the first point of contact for University staff, student and general inquiries. The demand for Campus Events’ services is extremely high so while the position is fast paced, there is strong support from a highly collaborative and dynamic team.

The incumbent in this role is responsible for coordinating and managing space bookings across the central room inventory, ensuring client needs are met, providing accurate and timely information to clients and colleagues, and providing logístical and operational support to enable the successful execution of events. The coordinator plays a key role in upholding service standards and representing the University’s values in all interactions.

**Your responsibilities will include**:

- Determining logístical details for space rentals and matching space requirements to client needs.
- Booking the meeting spaces and rooms that meet client needs and referring complex bookings to senior staff.
- Disseminating client requirements and booking information to internal contacts in a timely manner.
- Analyzing processes and recommending changes for more efficient coordination of operations.
- Ensuring contracts and agreements are consistent with University standards and guidelines.
- Assisting in the development of event proposals and quotes, ensuring they are consistent with University standards and guidelines.
- Overseeing the implementation of event setup, event execution and tear down when required.
- Maintaining accurate records and post-event reports.
- Supporting the team with on site event execution.

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum three years of experience with institutional space rentals and management, and room booking operations or similar logístical scheduling experience.
- Experience serving as the first point of contact in a large and diverse environment responding to inquiries.
- Experience with room booking software i.e. EMS etc.
- Intermediate skills with FIS or similar SAP systems.
- Experience identifying and recommending space, furniture and equipment needs for bookings.
- Experience reviewing and processing room and facilities requests for classroom and auditorium bookings.
- Experience with room access priorities, room features and constraints.
- Experience with developing quotes as well as processing and issuing invoices.
- Advanced skills and ability to operate audio-visual equipment (e.g. projectors, TVs) and general office equipment (e.g. scanner/photocopier).
- Experience with coordinating commercial filming including making recommendations and bookings for film locations and providing logístical support.
- Proficiency in Microsoft Office suite as well as ability to adapt to and learn.
- Exceptional interpersonal and communication (written and verbal) skills.
- Strong critical thinking and judgement skills in addressing a wide range of operational needs and client interactions.
- Strong abilities to manage time sensitive bookings and competing deadlines.
- Availability to work evenings and weekends as required by event schedule.

**Assets (Nonessential)**:

- Familiarity with the University’s organizational structure.
- Proven ability to organize and handle a variety of duties, deadlines and schedules simultaneously under mínimal supervision.

**To be successful in this role you will be**:

- Approachable
- Communicator
- Cooperative
- Courteous
- Insightful
- Problem solver

**Please note**:

- We are recruiting for 2 vacancies

**Closing Date**: 10/05/2025, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: An