Group Sales Coordinator

Job Class
CUPE 2950

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

Job Title
Group Gross sales Coordinator

Division
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

Observe: Functions shall 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 shoppers and organizers. It will embody speaking charges, providers and sharing basic 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 function is a extremely service oriented place as it is going to require the Coordinator to work together with shoppers by electronic mail and cellphone each day. Works in a fast-paced atmosphere 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
Reviews to the Gross sales Administration Supervisor. Takes course from the Director, Teams, Gross sales Managers, Common Supervisor and collaborates with all Conferences & Lodging workers; interacts with numerous college departments, shoppers and company 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 personalized proposals and books lodging.

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

Confirms occasion/group lodging bookings by means of contracting, invoicing, getting into rooming lists. Coordinates with Entrance Desk and different departments and personnel (i.e. Rooms Supervisor, Constructing Companies Managers, Housestaff and so on.) 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 information and experiences for Common Supervisor and Director of Teams.

Customizes type letters and customary 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 go well with particular shopper data and necessities.

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

Solutions primary gross sales and administration cellphone and transfers calls to applicable contact. Greets guests, provides 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 techniques.

Conducts web site excursions of lodging with shoppers.

In session with the Director of Teams, deal with shopper considerations and/or complaints for Lodging Solely teams and decide applicable 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 assist 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 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 offer correct data, inaccurate information entry, or poor customer support can jeopardize Conferences & Lodging’s revenues, negatively affect buyer relations, and harm the popularity of Conferences & Lodging. Workouts common sense, tact and discretion in implementing Conferences & Lodging’s insurance policies and resolving buyer disputes. Poor supervisory abilities could end in poor workers relations.
Supervision Obtained
Works below the final course of the Gross sales Administration Supervisor. Receives particular directions from the Common Supervisor and different senior workers relating to 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 Faculty 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 business. Licensed diploma within the Hospitality business most well-liked. Expertise in workplace and hospitality gross sales. In depth data and expertise with phrase processing/computer systems required. Good data of the providers and requirements required within the Hospitality business. Good data of Conferences & Lodging’s providers and services most well-liked. Good data of lodge property and speak to administration software program (i.e. EBMS, Opera, Delphi most well-liked. Capability to offer high quality service to clients in a courteous, skilled method. Capability to take care of a variety of individuals in a peaceful, courteous, and efficient method. Capability to speak successfully verbally and in writing. Capability to train tact and diplomacy. Capability to prioritize and work successfully below stress to satisfy deadlines. Capability to work successfully independently and in a group atmosphere. Capability to oversee the work of gross sales assist workers. Capability to compose clear and concise enterprise letters and memos. Capability to take care of accuracy and a spotlight to element. Capability to carry out phrase processing at 55 phrases per minute. Capability to successfully use spreadsheet and database purposes at an intermediate degree. Capability to work throughout statutory holidays and on weekends throughout peak intervals.