Central Booking Office Coordinator

  • University of New Brunswick
  • Fredericton, NB, Canada
  • Aug 12, 2019
Full time/Contract Customer / Client Service Event Coordination Hospitality Venues Website Administration/Design/Updates

Job Description

Central Booking Office Coordinator

Conference Services

Employment Opportunity #069-19.20

The University of New Brunswick Fredericton welcomes applications for the position of Central Booking Office Coordinator with Conference Services. This is a 1 year term full-time (36.25 hours per week) position with the PTSU employee group. The position is funded by external monies with a salary range of $33,737 - $42,171 per annum.

The Central Booking Office Coordinator works primarily in the Central Booking Office providing front-line service to internal and external clients looking to book space for meetings and events on campus, in academic spaces or at the Wu Conference Centre (WCC). The incumbent, will work closely with the Manager, Finance & Operations to process invoices, track files and perform other administrative functions for Conference Services. The incumbent will also be team-focussed and support other team members in performing their duties and serving clients.

Position summary:

  • Provide front-line service to all internal and external clients booking space on campus.
  • Work closely with service delivery team members to ensure all services are delivered in line with the clients' expectations; this includes food service, audio-visual, room sets, bar service, parking, information technology, security, cleaning services, and others.
  • Deliver best-in-class service to all clients including regular communication via email, phone, and in-person.
  • Liaise between external clients and our on-campus partners to ensure all client needs are delivered (i.e. food and beverage, room set-up, cleaning, security, audio-visual, parking, etc.).
  • Maintain knowledge of Fredericton Space Usage Guidelines as well as an ability to interpret the guidelines in a diverse array of individual circumstances and exceptions.
  • Issue quotes and contracts related to meeting room bookings and associated services.
  • Work closely with the Registrar's Office to balance academic course needs with other space booking needs.
  • Perform Wu Conference Centre reception periodically.
  • Work with Conference Services team members and directly with clients to design online event websites and online event; registration sites; make edits to site as required; provide regular reporting and updates.
  • Work on-site at events to ensure best in class service is delivered to our clients; this may require weekend and evening work on occasion.

Requirements/Skills:

  • Certification or diploma in business administration and/or hospitality and tourism. BBA, BA or equivalent considered an asset. 1-3 years experience in a complex business environment. 3-5 years experience in client service, particularly in an office environment and preferably in the meetings and conventions or hospitality industry.
  • Ability to process high volumes of work in a friendly, efficient, accurate manner.
  • Skilled in collaboration, communication, negotiation, and persuasion.
  • Accuracy, attention to detail, and a commitment to excellence are critical to success in this role.
  • Confidence in implementing change and a demonstrated commitment to supporting an entrepreneurial, client service-focused organizational culture.
  • Tact and diplomacy, paired with a strong work ethic are required.
  • Excellent communication skills and a proven ability to connect with a variety of different people.
  • A positive, can-do attitude paired with an openness to change.
  • A naturally friendly people-person who is charismatic and has a good sense of humour.
  • Incumbent must maintain a professional image at all times.
  • Work in this department often involves after hours commitments and may involve long hours during peak periods.

Closing date for applications, September 3, 2019 4:30PM. We thank all applicants for their interest but only those selected for an interview will be contacted.

The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.

Country

Canada