Group Sales Coordinator

University of British Columbia

Employees – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Assist 3 (Gr7)

Job Title
Group Gross sales Coordinator

Gross sales and Providers Conferences and Lodging

Compensation Vary
$4,460.00 – $4,686.00 CAD Month-to-month

Posting Finish Date
October 3, 2023

Notice: Functions can be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Job Abstract
The Group Gross sales Coordinator is accountable for coordinating profitable group bookings for Conferences & Lodging at UBC by working with a wide range of purchasers and organizers. It will embody speaking charges, companies and sharing basic information of UBC assembly venues, lodging and campus amenities. The Group Gross sales Coordinator will contribute to the Lodging Solely market section by managing, confirming group reserving with contracts and invoices.
This function is a extremely service oriented place as it’ll require the Coordinator to work together with purchasers by electronic mail and telephone every day. Works in a fast-paced surroundings main as much as and through convention season, which can require administration of shifting priorities and deadlines based mostly on shopper wants. Convention season on the College is between Could and August, throughout this time, some weekend or night work could also be required; with restricted trip time from April – July inclusive.
Organizational Standing
Stories to the Gross sales Administration Supervisor. Takes course from the Director, Teams, Gross sales Managers, Normal Supervisor and collaborates with all Conferences & Lodging employees; interacts with numerous college departments, purchasers and friends of Conferences & Lodging.
Work Carried out

Responds to basic group inquiries (determines buyer necessities, group historical past, measurement, contact data, most well-liked dates, catering necessities). Recommends appropriate lodging; checks availability in property administration system; prepares custom-made proposals and books lodging.

Communicates with Lodging Solely group organizers, making certain adherence to the reserving circumstances of the lodging settlement and monitoring cost and receipt of varied paperwork. Prepares invoices.

Confirms occasion/group lodging bookings by means of contracting, invoicing, coming into rooming lists. Coordinates with Entrance Desk and different departments and personnel (i.e. Rooms Supervisor, Constructing Providers Managers, Housestaff and so on.) to debate group particular necessities.

Promotes services and products of Convention & Lodging by making use of product information, information of UBC and the Metropolis of Vancouver.

Assists with the coordination of gross sales initiatives. Collects and compiles knowledge and stories for Normal Supervisor and Director of Teams.

Customizes kind letters and commonplace lodging template agreements and numerous gross sales
paperwork (i.e., gross sales kits, affirmation packages, directions, comply with up/reminder notices,
satisfaction surveys, and so on.) to swimsuit particular shopper data and necessities.

Creates and manages group room blocks and group fee within the property administration system for gross sales and convention companies groups.

Solutions important gross sales and administration telephone and transfers calls to acceptable contact. Greets guests, presents refreshments, and ensures that boardroom is ready for shopper conferences. Performs basic workplace duties together with: updating workplace manuals, templates, procedures & collateral; sustaining stock of gross sales collateral; creating information for lodging and convention teams; processing mail; and sustaining submitting and storage programs.

Conducts web site excursions of lodging with purchasers.

In session with the Director of Teams, deal with shopper issues and/or complaints for Lodging Solely teams and decide acceptable actions required.

Below course of the Gross sales Administration Supervisor, coordinates and implements Teams initiatives to develop the Lodging Solely market section.

Gives administrative/gross sales help to the Director of Teams; to incorporate dealing with inquiries, making ready kits, sending data & coordinating preliminary bid particulars on their behalf.

Coordinates particulars for numerous gross sales and advertising tasks, as assigned by Gross sales Administration Supervisor.

Supervises and trains clerical employees. Co-ordinates and assigns work to employees.

Performs different duties and tasks associated to the {qualifications} and necessities of the place.

Adheres to UBC and Departmental insurance policies and procedures.

Consequence of Error/Judgement
Failure to supply correct data, inaccurate knowledge entry, or poor customer support can jeopardize Conferences & Lodging’s revenues, negatively impression buyer relations, and injury the popularity of Conferences & Lodging. Workouts logic, tact and discretion in imposing Conferences & Lodging’s insurance policies and resolving buyer disputes. Poor supervisory abilities could lead to poor employees relations.
Supervision Acquired
Works beneath the final course of the Gross sales Administration Supervisor. Receives particular directions from the Normal Supervisor and different senior employees relating to particular tasks and work assignments. Carries out acquainted phases of labor independently, referring new or uncommon conditions to administration.
Supervision Given
Supervises and trains gross sales help employees. Coordinates and assigns work to clerical employees.
Minimal {Qualifications}
Excessive College commencement, plus one yr of post-secondary training, plus 4 years of associated expertise, or an equal mixture of training and expertise.
Most well-liked {Qualifications}

Coaching in workplace procedures and within the hospitality trade. Licensed diploma within the Hospitality trade most well-liked. Expertise in workplace and hospitality gross sales. Intensive information and expertise with phrase processing/computer systems required. Good information of the companies and requirements required within the Hospitality trade. Good information of Conferences & Lodging’s companies and amenities most well-liked. Good information of lodge property and speak to administration software program (i.e. EBMS, Opera, Delphi most well-liked. Means to supply high quality service to prospects in a courteous, skilled method. Means to cope with a variety of individuals in a peaceful, courteous, and efficient method. Means to speak successfully verbally and in writing. Means to train tact and diplomacy. Means to prioritize and work successfully beneath strain to satisfy deadlines. Means to work successfully independently and in a crew surroundings. Means to oversee the work of gross sales help employees. Means to compose clear and concise enterprise letters and memos. Means to keep up accuracy and a focus to element. Means to carry out phrase processing at 55 phrases per minute. Means to successfully use spreadsheet and database functions at an intermediate degree. Means to work throughout statutory holidays and on weekends throughout peak durations.

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