Conference Services Assistant Supervisor - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

Oversee the day-to-day aspects of the Summer Accommodations program and fulfill sales, event coordination, event supervision and administrative duties for Catering and Event Services.

This position is contingent upon funding.

Responsibilities:

Oversee the day-to-day aspects of the Summer Accommodations program

Recruit, train and oversee the work of the front desk coop students and support staff
Schedule staff and create payroll records for staff shifts
Ongoing performance management of staff and conduct midterm and final evaluations for coop students
Ensure that areas of the business are covered with the necessary number of staff and the correct skillset
Perform regular audits on supply and equipment inventory as necessary to operate effectively
Create and maintain cleaning calendar to ensure that guest rooms and residence facilities are properly prepared and maintained
Liaise with laundry company to ensure linens are laundered and delivered to the appropriate area
Coordinate facility cleaning requirements to UW cleaning services employees and contracted cleaning services employees
Liaison between departments such as Campus Housing, Food Services, IST, Athletics, etc. to ensure a smooth Summer Accommodations operation
Submit work orders and ensure repairs are completed in residence facilities
Coordinate preventative maintenance and capital improvement in residence facilities
Coordinate client event requirements which may include accommodations, meeting rooms, food services, parking, and signage
Develop training programs, employee manuals, shift guidelines and standard operating procedures for Summer Accommodations
Assist with supply ordering, inventory control, cash controls and security of all storage and server areas
Assist Conference Manager with registration services including the creation of online registration forms and answering attendees' questions on registration
Assist Conference Manager with registration services when required
Assist in creating "end of season" reports that summarize the conference season including making recommendations to improve services and improve operating procedures
Assist in implementing overall marketing and outreach plan
Evaluate financial reports and take corrective action when necessary
In the absence of the Manager/Supervisor, oversee the daytoday operations of the assigned unit(s)

Sales and supervision for Catering and Event Services

Promote and provide growth in sales through direct customer contact, upselling and marketing initiatives
Organize client events which could include client meetings, contract preparation, supervision of events, postevent followup and billing
Oversight of licensed events as required
Ensure all health, safety, sanitation, and maintenance standards are met
Contribute to the enhancement of a positive customer experience
Maintain high customer service levels by initiating as needed improvement tactics and coaching staff
Diffuse and rectify guest complaints and concerns
Work with a high degree of professionalism and courtesy when dealing with students, guests, staff and faculty
Anticipate needs of clients and offer suggestions to improve their experience
May be required to work in other UW Food Services units as needed and performs other duties as assigned

Financial Responsibilities

Assist with establishing the annual budget for Summer Accommodations
Prepare and reconcile web and bank deposits as required
Allocate revenue to the appropriate accounts and journal within the management software
Investigate cash float shortages and maintain related procedural documentation as required
Ensure financial templates are kept up to date with latest account numbers and conference information
Perform monthly audits of all revenue and expense accounts as required

Qualifications:

A diploma in Food and Beverage management or equivalent education and work related experience

years in customer service and/or hospitality field such as hotel/conference (preferred)quick service or institutional food service environment

Experience supervising and working with student employees
Experience with inventory and cash controls, food and labor cost control and providing exceptional customer service
Understanding of union environment
Proven ability to work with a minimum of supervision in a fast paced, customeroriented environment
Excellent motivator with highly developed interpersonal, organization and communication skills(written and oral)
Smart serve certified or willingness to attain
Proficient in the use of common computer software programs
Must maintain a flexible schedule which includes evening and weekends and longer hours to accommodate event schedules or busier periods for the operation
Must be available to work on an oncall rotation during the spring term

Equity Statement:
The University of Waterloo is committed to implementing