Central Booking Office Coordinator

Conference Services

Competition Number: #280-22.23

Closing Date: March 28, 2023 at 4:30 PM

WHAT WE OFFER

Full-Time | 3-Year Term | Fredericton | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Salary Range: $37,162.00 - $46,454.00 per annum

Additional Working Conditions & Notes:

After-hours commitments and may involve long hours during peak periods.

YOUR FOCUS

Reporting to the Director, 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). This position works closely with the Manager, Finance & Operations to process invoices, track files and perform other administrative functions for Conference Services. The Coordinator is team-focused and supports other team members in performing their duties and serving clients.

• 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 client's 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 the 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.

WHAT YOU BRING

• Post-Secondary education in Business Administration, Hospitality, tourism, or a related field.
• 1 - 3 years' experience in a complex business environment.
• 1 - 3 years' experience in client service, hospitality, or a related field.
• Equivalent experience and education will be considered.

Additional Strengths

• Ability to process high volumes of work in a friendly, efficient, and accurate manner.
• Skilled in collaboration, communication, negotiation, and persuasion.
• Accuracy, attention to detail, and a commitment to excellence is 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.

WHO WE ARE

Why Choose UNB?

UNB offers a large variety of benefits for employees, including a full pension, a minimum of three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance.

Conference Services

Conference Services is an entrepreneurial division of Student Services that provides meeting, event, and accommodation facilities and services to internal and external clients, the proceeds from which help to fund student services, programs, and facilities. Our team is focused on best-in-class service to clients across the five business units: Accommodations, Central Booking Office, Wu Conference Centre, Conference Management Services, and Special Events. Reaching well beyond financial implications, Conference Services engages in critical community outreach to youth and sports groups, government, corporations, alumni, non-profit groups, and the general public as well as providing valuable support to faculty, staff, and students.

PSAC Local 60551: Professional & Technical Staff Union

This position is part of the PSAC, Local 60551 employee group and falls under the PTSU Collective Agreement.

COMMITMENT TO EQUITY, DIVERSITY & INCLUSION

The University of New Brunswick and PSAC/PTSU Local 60551 are 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.

We thank all those who apply; however, only those selected for an interview will be contacted