Conference and Event Services Coordinator - Jobs in Barrie, ON

Job Description

Conference and Event Services Coordinator(Job Number: 388-22)Department: Conference and Event ServicesCampus: BarrieClassification: Support StaffPosting Date: September 20, 2022Salary Range: $28.28 (start rate) - $32.78 (4-year rate)Hours Per Week: 40 hours per weekStatus: Full-timeGeorgian 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:

• Monitoring Conference Services general mailbox/voicemail and responding to inquiries in a timely manner, arranging and conducting site tours, following up on leads
• 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/logistical 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 post-event analysis and evaluation, updating event orders with accurate billing details and quantities post-event 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 two-year 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 logistical 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 non-traditional hours, evenings and weekends as dictated by event schedules
• Experience using Amadeus / Delphi.fdc is an asset

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.Alternate formats will be provided upon request throughout the recruitment and selection process.Applications for this position must be received by 11:59 p.m. on September 26, 2022. While we thank all applicants, only those contacted for an interview will be acknowledged.Quick Apply

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