Events and Bookings Coordinator

University of British Columbia•Richmond, BC

4d•Onsite

About The Position

The Events and Bookings Coordinator is responsible for event operations and logistics at the John M.S. Lecky UBC Boathouse. Core responsibilities include hiring, training, supervision and scheduling of event staff; providing excellent customer service for all clients and visitors to the facility; providing facility tours and event planning meetings with corporate, wedding and event clients for medium to large scale events; setting and meeting sales targets, generating revenue, liaising with event and maintenance vendors, utilizing the PerfectMind Software and POS systems for client bookings, payments and registrations, inventory management; ensuring staff work safely, meet service standards and adhere to department and facility policies and procedures. This position will work irregular hours, afternoon, evening and weekend shifts as required for events. The John M.S. Lecky UBC Boathouse is located off campus in Richmond, BC. This position will typically be Tuesday to Saturday or Sunday to Thursday, based on facility bookings. This position is on-site.

Requirements

Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management.
Minimum two years of related experience, or an equivalent combination of education and experience.
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Able to lift or move heavy objects of approximately 50lbs.
Must possess a full Class 5 driver's license.
Flexible approach to work; willingness to work irregular hours as and when necessary.

Nice To Haves

Experience in an event setting with an emphasis on event management, client servicing and facility operations.
Knowledge and experience working with budgets, finance and standard accounting practices.
Previous supervisory experience in facility operations, or office management also strongly preferred.
Ability to train and supervise staff.
Strong computers skills essential including working knowledge of Microsoft Office Suite.
A working knowledge of Adobe Creative Suite InDesign, Photoshop, Illustrator.
Proficiency or familiarity with CSS, HTML, Wordpress and/or other CMS.
Strong financial, organizational, and time management skills required.
Excellent oral and written communication, interpersonal, conflict resolution and organizational skills.
Demonstrated self-starter.
Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job.
Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines.
Ability to take initiative, analyze problems, identify key information and issues, and effectively solve problems on an immediate basis.
Working experience with PerfectMind software an asset.

Responsibilities

Plan, develop, and monitor work schedules to ensure efficient use of personnel; use of scheduling software for scheduling internal staff and external janitorial duties.
Schedule and lead facility tours for clients seeking to rent the facility.
Act as the main point of contact for all corporate and event clients and their planning needs.
Assist with setting sales targets for event hall rentals and be responsible for meeting a portion of those targets.
Coordinate, execute and provide support to all major bookings and events, including coordinating facility set up.
Act as on-site liaison representing both the UBC Boathouse and the University.
Provide input into the development of long-range budget and planning information.
Serve as liaison to building occupants, identifying and resolving current and potential operational problems.
Hire, train, supervise and evaluate the UBC Boathouse event staff.
Develop and update manuals/online resources to assist in the training of both student and other Full Time Staff - including a Point of Sale manual, PerfectMind standards, and a facility supervision manual.
Monitor standard operating procedures and work methods, ensuring consistent, high quality standards.
Ensure a safe atmosphere in the facility by enforcing facility and departmental policies and procedures and taking a proactive approach to risk management.
Update and manage facility bookings through PerfectMind.
Provide and train staff on concierge duties specifically for corporate clients.
Engage with new and existing preferred vendor partners, build relationships, become an expert on their brand and offerings, keep inventory of preferred vendor materials and ensure listings on the website are current.
Digitize floor plans for all events using floorplanner tool.
Keep hold and booking calendars up to date (Google, PerfectMind, Outlook).
Administer and maintain the PerfectMind Point of Sale system and its associated registration and booking systems including the coordination of PerfectMind data entry and control of the audit process; ensure the accuracy and validity of all content on the PerfectMind system adhere to determined timelines and guidelines.
Develop entry guidelines and procedures and training documents for staff.
Ensure that all payment processing takes place in a secure environment and that clear and effective cash handling procedures are in place and strictly followed.
Oversee the processing of refund requests and work with Senior Manager, Facility Operations to approve or reject all such requests based on established policies and procedures.
Identify and troubleshoot technical problems as it relates to PerfectMind software, AV equipment, hardware and other related pieces of equipment.
Support and provide hands-on training to part-time staff in both the PerfectMind and floor planning tool.
Update Social Media Policy and Procedures to reflect changing technologies and trends.
Work with the marketing team to create daily social media engagement campaigns using platforms such as Facebook, Twitter, Instagram and Pinterest.
Create and post original content and photographs to the event blog and facility website.
Analyze data on marketing and lead sites such as WeddingWire, EventWire and The Knot.
Keep current listings with associations such as Tourism Richmond, Tourism Vancouver, Richmond Chamber of Commerce and other such organizations.
Enter and handle IT tickets for the unit.
Maintain awareness and knowledge of all programs offered in both the event and recreation units within the facility (schedules and general knowledge).
Other duties as assigned.