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 Companies Conferences and Lodging

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

Posting Finish Date
October 3, 2023

Word: Functions might 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 chargeable for coordinating profitable group bookings for Conferences & Lodging at UBC by working with quite a lot of purchasers and organizers. This may embrace speaking charges, companies and sharing common data of UBC assembly venues, lodging and campus services. The Group Gross sales Coordinator will contribute to the Lodging Solely market section by managing, confirming group reserving with contracts and invoices.
This position is a extremely service oriented place as it would require the Coordinator to work together with purchasers by electronic mail and cellphone each day. Works in a fast-paced surroundings main as much as and through convention season, which can require administration of shifting priorities and deadlines primarily based on consumer 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
Experiences to the Gross sales Administration Supervisor. Takes path from the Director, Teams, Gross sales Managers, Common Supervisor and collaborates with all Conferences & Lodging workers; interacts with numerous college departments, purchasers and friends of Conferences & Lodging.
Work Carried out

Responds to common group inquiries (determines buyer necessities, group historical past, dimension, contact info, 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 fee and receipt of varied paperwork. Prepares invoices.

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

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

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

Customizes type 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 forth.) to swimsuit particular consumer info and necessities.

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

Solutions foremost gross sales and administration cellphone and transfers calls to acceptable contact. Greets guests, gives refreshments, and ensures that boardroom is ready for consumer conferences. Performs common 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 methods.

Conducts website excursions of lodging with purchasers.

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

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

Offers administrative/gross sales assist to the Director of Teams; to incorporate dealing with inquiries, getting ready kits, sending info & coordinating preliminary bid particulars on their behalf.

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

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

Performs different duties and initiatives 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 info, inaccurate knowledge entry, or poor customer support can jeopardize Conferences & Lodging’s revenues, negatively affect buyer relations, and harm the repute of Conferences & Lodging. Workouts common sense, tact and discretion in implementing Conferences & Lodging’s insurance policies and resolving buyer disputes. Poor supervisory expertise could lead to poor workers relations.
Supervision Obtained
Works beneath the final path of the Gross sales Administration Supervisor. Receives particular directions from the Common Supervisor and different senior workers concerning particular initiatives and work assignments. Carries out acquainted phases of labor independently, referring new or uncommon conditions to administration.
Supervision Given
Supervises and trains gross sales assist workers. Coordinates and assigns work to clerical workers.
Minimal {Qualifications}
Excessive College commencement, plus one 12 months 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 data and expertise with phrase processing/computer systems required. Good data of the companies and requirements required within the Hospitality trade. Good data of Conferences & Lodging’s companies and services most well-liked. Good data of lodge property and speak to administration software program (i.e. EBMS, Opera, Delphi most well-liked. Capacity to supply high quality service to clients in a courteous, skilled method. Capacity to cope with a range of individuals in a peaceful, courteous, and efficient method. Capacity to speak successfully verbally and in writing. Capacity to train tact and diplomacy. Capacity to prioritize and work successfully beneath strain to fulfill deadlines. Capacity to work successfully independently and in a crew surroundings. Capacity to oversee the work of gross sales assist workers. Capacity to compose clear and concise enterprise letters and memos. Capacity to take care of accuracy and a spotlight to element. Capacity to carry out phrase processing at 55 phrases per minute. Capacity to successfully use spreadsheet and database functions at an intermediate degree. Capacity to work throughout statutory holidays and on weekends throughout peak durations.

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