Lead Coordinator, Event Management - Ottawa, Canada - University of Ottawa

University of Ottawa

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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Job Type:Employee

Duration in Months **(for fixed-term jobs):
N/A

Job Family:

Event Management

# of Open Positions:

1

Faculty/Service - Department:

Student Affairs, Client Relations, Reservations & Conventions

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

April 18, 2024

Closing Date:

April 29, 2024

Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$67, $85,623.00

About Student Affairs:
There's nothing more rewarding than helping future generations reach their full potential at a world-class university.

With our wide variety of career opportunities and professional development pathways, we're sure that you'll enjoy the experience as much as our students do.

Position purpose:

Under the supervision of the Manager, Conventions and Reservations, coordinates and facilitates the organization of conventions and reservations; conferences, meetings, symposiums, seminars; assists and advises customers in the organization of their activities; makes space and service reservations; sells and promotes the University's services and facilities; supervises the running of major events; manages conflicts and complaints and administers the inherent administrative and financial documentation.

The Coordinating Officer's mandate is to ensure that customers benefit from quality services, and to maximize the profitability and use of facilities and services rendered.

This position requires a high degree of judgment to deal with non-standard, stressful, time-sensitive, high-visibility events with special functions, such as high-profile conferences, alumni events, official visits by dignitaries, Open House, Orientation Week, workshops or retreats, or any other type of event.

In this role, your responsibilities will include:

Event coordination

Validate the customer's authenticity and the nature of the activities, which means gathering and detailing the customer's specific needs: indoor and/or outdoor spaces (halls, terraces, etc.) food requirements, bar service, logístical needs (table reservations, tablecloths, skirts and tents), technical support, parking and protection, necessary equipment (audiovisual or other), site layout and setup of facilities, housekeeping, prices, etc., and conduct appropriate tours of the University's facilities with the customer.
Make room reservations and ensure that there are no scheduling conflicts with other events, as well as identify and coordinate University services such as Building Services, Protection and Parking, Audiovisual and Multi-Media Services and other services required for the event, as well as external suppliers (Party Time, Confortable, Labelle Tente, etc.).
Meet with the client and/or committee in person or by telephone to ensure that event objectives and details are met, and to organize, participate in and coordinate meetings with service providers (internal and external) and clients, both on and off campus.
Draw up cost estimates: obtain all necessary information (availability of facilities), taking into account the customer's budget and the potential revenue generated by the event.
Draft the terms and conditions of the contract and inform the customer, discuss them with the customer and ensure that they are signed and paid within the required deadlines. Receive initial payments for all unbilled, prepaid activities, account for them and forward them to the Finance Department with supporting documents, ensuring compliance with University regulations and procedures.
Oversee the running of the event, be present during the setup of the venue, the installation of equipment and coordinate its setup, while being available for any problem resolution that may arise in connection with a number of factors such as equipment, modifications to the room layout, etc. Remain fully available to the customer by cell phone or other means, both evenings and weekends.
Verify customer satisfaction after the event and deal with all complaints. Intervene with suppliers to this effect. Negotiate discounts and rebates as required.

Promotion and Marketing

Sell the University's facilities to potential customers, complete requests for quotations.

Administration and Finance

Is responsible for the financial file of each client, determining the appropriate expense accounts, approving external invoices, accounting for them and preparing the billing file. Follows up on accounts payable with various suppliers for equipment, catering, audiovisual, etc., and ensures that they are accurate, reflect services rendered and are paid.

What you will bring:

Postsecondary degree in event management and fundraising, or equivalent combination of experience and education.
A sense of independent action, organization and advanced planning. Ability to coor