Conference and Event Services Coordinator - Barrie, Canada - Georgian College

Georgian College

Verified Company

Barrie, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Conference and Event Services Coordinator

(

Job Number:

254-23

)

Department:
Conference and Event Services

Campus:

***Barrie

Classification:

***Support Staff

Posting Date:

***July 21, 2023

Salary Range:
$28.56 (start rate) - $ year rate)

Hours Per Week: 40 hours per week

Status:

***Full-time

Georgian College's Advancement and Alumni Relations department creates and maintains strong relationships with a variety of constituents to inspire support and engagement.

The department is organized into four integrated units:

Major Gifts, Partnerships and Sponsorships; Alumni Engagement, Annual and Legacy Giving; Donor Relations and Operations; and Conference and Event Services.

Reporting to the Manager, Conference and Event Services, the incumbent is responsible for supporting the successful planning, coordination and execution of conferences, meetings, and special events.

Specific duties include, but are not limited to:

Preparing quotes and confirming pricing in consultation with the Manager
Generating quotes and coordinating the distribution and signing of contracts, deposits, payments, and liability insurance
Supporting the promotion of Georgian College Conference and Event services, functions, and facilities
Maintaining the client database
Assisting with the development of annual sales and marketing campaigns
Assisting with the development and distribution of sales materials
Participating in local, provincial, and national sales focused events as required
Promoting department and key college events on social media outlets
Meeting with internal/external clients to gather and document event related details
Providing guidance to clients on event planning process and timelines
Acting as the key contact for event related inquiries for all stakeholders, internal and external, before and after the event
Planning and coordinating all service/logístical requirements with internal and external service providers
Monitoring and maintaining event specific budget information and preparing reports as required
Tracking event changes and communicating/coordinating with respective service areas and staff
Preparing event related correspondence and communications, participating in and coordinating onsite event set up and tear down
Acting as primary point of contact for onsite event inquiries, issues, and changes
Responding to requests for information from current and prospective clients
Participating in postevent analysis and evaluation, updating event orders with accurate billing details and quantities postevent and is responsible for generating invoices and collecting payment from clients
Assisting in the development, revision and communication of conference and event services policies, procedures and operating manuals, actively participating in departmental meetings, planning sessions, subcommittees/events and providing guidance, support, and consultation to student positions

QUALIFICATIONS:

Successfully completed a twoyear postsecondary diploma in a relevant field that may include, but is not limited to conference and event planning or hotel resort administration
Three years' progressive conference and event planning / coordination experience within a hospitality environment which includes coordinating multiple large / complex events simultaneously with diverse and unique service and logístical requirements
Experience collecting, analyzing, and summarizing data in reports
Experience supporting and guiding others during the planning, coordination, and execution of events
Computer skills and experience with Microsoft Office Suite (i.e. Word, Excel, Access, Outlook, etc.)
Demonstrated organization, planning, coordination, and time management skills
Proven ability to use good judgment and diplomacy while problem solving
Demonstrated communication skills (written and oral) and interpersonal skills
Ability to work independently and within a team environment
Required to work nontraditional hours, evenings and weekends as dictated by event schedules
Experience using Amadeus / is an asset
Ability to travel to other campus locations, as required
Alternate formats will be provided upon request throughout the recruitment and selection process._
Georgian College has introduced FLEX Work for some positions. This position is currently eligible for Hybrid Work. FLEX Work agreements will be determined between the employee and manager when employment commences and may change in accordance with the FLEX Work guidelines. All employees are required to permanently reside in the province of Ontario.

Applications for this position must be received by 11:59 p.m. on August 7, 2023. While we thank all applicants, only those contacted for an interview will be acknowledged.