Conference Coordinator

Brock University • St. Catharines, ON

3d • CA$57,267 - CA$91,627 • Onsite

About The Position

Reporting to the Associate Director, Conference and Parking Services, the Conference Coordinator plans and executes smaller events and conferences across Brock University. The Conference Coordinator is responsible for managing a portfolio of events, securing new business, coordinating with campus partners, and providing exceptional customer service to ensure event success and client retention. The incumbent also supports the Senior Conference Coordinators and more complex events. This position may require evenings and weekends based on events and operational needs.

Requirements

• An undergraduate degree in a relevant discipline or equivalent combination of education and experience would be considered an asset.
• Valid G class driver’s license with an acceptable drivers’ abstract.
• Experience in an area such as retail, hospitality, conference and event planning, or customer service experience.
• Strong computer competency, including knowledge of Microsoft Office.
• Effective budgeting and record keeping skills.
• Knowledge of the University environment and related practices.
• Promotes and embodies inclusivity and respect within the workplace and the broader community.
• Effective verbal and written communication skills.
• Exceptional customer service skills and the ability to build plans to exceed customer expectations.
• Ability to generate sales opportunities.
• Flexible and responsive to changing needs in a dynamic and fast-paced environment.
• Demonstrated ability to meet deadlines and propose approaches to improve outcomes.
• Ability to appropriately handle urgent situations in a calm, diplomatic and tactful way.
• Demonstrated project management skills and the proven ability to independently design, implement, manage, lead and execute multiple projects simultaneously.

Nice To Haves

• Knowledge of Brock’s facilities, services, contracts, and policies around use of space.
• Certified Meeting Professional (CMP) designation.
• CPR and First Aid certified.

Responsibilities

• Coordinate all aspects of event planning for assigned events, including client communication, logistics coordination, vendor management, and budget tracking.
• Ensure the smooth and efficient execution of events, while adhering to university policies and meeting client expectations.
• Oversee the general Conference Services email and answer phone calls/voicemails, responding to both internal and external requests.
• Manage department inventories and coordinate deliveries/pick-ups and set-up as required.
• Address and resolve conflict and/or client concerns that staff or clients bring forward, ensuring high quality client service.
• Serve as a liaison between clients and on-campus partners (e.g., catering, facilities, AV) to coordinate necessary resources and support for events.
• Provide on-site event support to ensure smooth operations and customer satisfaction.
• Troubleshoot any issues that arise during the event.
• Conduct post-event evaluations to determine how future events could be improved, including surveying clients to determine satisfaction.
• Provide administrative and operational support to the Senior Conference Coordinators for larger, more complex events.
• Assist with tasks such as contract management, invoicing, and reporting.
• Actively seek out new business opportunities to grow the portfolio of smaller events.
• Develop and maintain relationships with potential and existing clients.
• Enable conference agreement negotiations and contract processes, ensuring the clear documentation of conference requirements and expectations.
• Provide input and participate in the development and implementation of a proactive marketing plan to promote small-scale events and conferences.

Benefits

• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
• Vacation: Up to 3 weeks per year, in addition to university holidays.
• Professional Development: Eligibility for the Brock Tuition Waiver Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree