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Employment Opportunity

Event Coordinator

Ancillary Services Administration
Competition Number: 14-3064
Appointment Type: Regular Full-time
Start: August 11, 2014 - Or as soon as possible
Workload: 35 hours per week
Hours of work may vary depending on activity
Employment Group: Cupe 7
Position: 00659
Location: Nanaimo Campus
Duties: Reporting to the Director, Ancillary Services, provide outstanding customer service in the coordination of facilities rentals and all related services to external clients.

Market and sell facilities such as classrooms and meeting rooms, and coordinate services provided by other VIU departments such as catering, summer rentals at student residences, IT, facilities, etc. in order to meet or exceed client needs. Organize and conduct site tours for clients. Perform all related administrative functions, including responding to phone and email inquiries; prepare quotes and contracts; prepare summaries of charges; take payments and process final charges; and create and distribute marketing and support materials. Provide outstanding client service and support, including room bookings; equipment set up; liaise with other VIU departments; provide clients with policy, procedure and resource information; make and set up signage; and oversee on-site event logistics when necessary. Develop and maintain effective communication both internally and externally. Maintain ongoing contact with active clients to promote repeat business and solicit new business from prospective customers. Maintain effective filing and record-keeping, including records of client meetings, client records, contracts, historical data, etc. Collect customer feedback of events from both external and internal sources in order to continuously improve the overall operation. Evaluate and recommend enhancements to systems, procedures and services.
Required Qualifications: One-year certificate in Event Management, Hospitality, Tourism or Hotel Management. Three to five years recent related experience in the hospitality field, including one to two years experience coordinating events, meetings or conferences. An equivalent combination of education and experience may be considered. Demonstrated record of outstanding sales, service and marketing skills, including the ability to promote business through client relations and the development of promotional materials both in hard copy and online. Excellent communication skills, both oral and written, including the ability to exercise a high level of tact and discretion in dealing with client needs. Exceptional problem solving skills. Proven organizational and multitasking skills. Ability to produce quality and timely results in a fast-paced environment. Experience with business accounting practices and procedures. A thorough knowledge of MS Office, including Excel, Word and Outlook, as well as experience with Internet research.
Please Submit: CV/Resume
Cover Letter

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
Posting Period: July 07, 2014 - July 16, 2014
Note: Vancouver Island University regrets that only candidates selected for an interview will be contacted.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Vancouver Island University embraces the principle of employment equity and encourages applications from women, persons with disabilities, visible minorities, and people of Aboriginal descent.