Coordinator of Accommodation, Events and Ancillary Services
Offer published on Nov 15
Job description
The following statements are intended to describe the general nature and level of work performed. They are not representing an exhaustive list of all responsibilities, duties and skills required.
Bishop's University is seeking a Coordinator of Accommodation, Events and Ancillary Services for a temporary full-time position. The University accommodates several groups during the summer while hosting many events throughout the year. Reporting to the Accommodation and Events Services Manager, the incumbent is responsible for the coordination, organization and execution of events, ensuring optimal utilization of all facilities to maximize profitability. Our mission is to be recognized as an Eastern Township preferred lodging and event hosting destination.
This position requires a flexible work schedule, including day, evening, night, and weekend schedules. This position has a normal working week of 35 hours with limited summer vacation. This position will not exceed two years.
Nature of duties and responsibilities
Operations:
- Manage clients' request for a proposal and recommend services offered by the Accommodation, Events, and Ancillary Services to generate a quote and the subsequent contract;
- Gather information on the nature of the event and submit into the reservation system. Produce a clear report and communicate details to the appropriate teams;
- Coordinate bar services, including ordering alcoholic and non-alcoholic beverages, maintaining the bar inventory, completing and sending governmental "Permis de réunion" forms along with all the relevant documents needed in a timely manner;
- Perform various tasks pertaining to event planning, such as programming meal cards, creating floor plans, establishing appropriate hyperlinks for online registration, and hosting on-site client visits;
- Act as a liaison with the client and the different stakeholders to ensure the events are in accordance with the client's expectations and terms of contract;
- Assist in the facility arrangements including pre-and-post event inspections;
- Perform other duties as required.
In conjunction with other Coordinators of Accommodation, Events and Ancillary Services
Administration:
- Responsible for ensuring clients fulfills financial obligations (deposits and payments), preparing invoices, and tracking of customer accounts;
- Stay current on legal requirements regarding bar services and public health protocols for the tourism industry;
- Assist with training and development of policies, procedures, and guidelines;
- Participate in the cost analysis to maintain cost competitiveness;
- Participate in the training of student staff;
- Provide different reports such as SRM tax and Entadem reports to the government entities;
- Generate and maintain statistical occupancy rate reports for benchmarking analysis;
- Maintain Accommodation, Events, and Ancillary Services software's such as Rooming It and EventWorks, while assisting with training of other staff members;
- Ensure websites are up to date: Accommodation, Events, and Ancillary Services, Centennial Theatre along with profiles on affiliated websites such as Destination Sherbrooke, Uniques Venues, CUCCOA, etc.;
- Perform other duties as required.
Sales and Marketing
- Undertake research for marketing development and explore other markets that aligns with our business model;
- Conduct prospecting calls as needed;
- In conjunction with the Communication Department, develop marketing and publicity content that corresponds with the accommodation, Events, and Ancillary Services and the Centennial Theatre strategic priorities;
- Take part in trade shows as an exhibitor;
- Establish and maintain good business relation with various tourism office and business partners;
- Perform other duties as required.
Requirements
- College degree (Technical DEC normal duration of 3 years)
- Over 1 year and up to 3 years of experience
- Excellent oral and written skills in English and French
- Excellent interpersonal and social skills
- Excellent customer service skills
- Strong ability to work in a team environment
- Excellent knowledge of Excel and Word
- Experience in marketing, sales and social media trends
- High-level of digital fluency
- Resourcefulness and Problem solving
- Excellent organizational skills
- Service in Action Certification (an asset)
- Willingness to work an irregular schedule including nights and weekends; Flexible schedule
Bishop's University implements an equal access employment / program under the Act respecting equal access to employment in public bodies. The University welcomes applicants who are committed to upholding the values of equity, diversity and inclusion and who will assist us expand our capacity for diversity and inclusion. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous peoples, visible and ethnic minorities, persons living with disabilities, women and LGBTQ2S+
If interested, please submit your CV and cover letter, including what position you are applying for by no later than November 24, 2024 4pm to careers@ubishops.ca
Please note that only candidates selected for and interview will be contacted and testing may be required. We thank you for your interest. We provide support in the recruitment processes to applicants with disabilities, including accommodation that takes into account and applicant's accessibility needs. If you require accommodation to participate as a candidate in the recruitment process, please contact careers@ubishops.ca
Are you interested?
Send your application to this employer
