Booking Coordinator, Campus Events (2)

University of Toronto; Toronto; On-site; CAD 72,000 - 93,000; Full time

Job summary

A prominent educational institution in Toronto is seeking a Booking Coordinator for Campus Events. This challenging role involves managing space bookings, ensuring client satisfaction, and supporting successful event execution. The ideal candidate will have a Bachelor's degree and at least three years of experience in a relevant environment. Strong organizational and communication skills are essential. This position offers a competitive salary with opportunities for professional growth.

Qualifications

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three years of experience with institutional space rentals.
• Experience serving as the first point of contact in a large and diverse environment.
• Experience with room booking software i.e. EMS.
• Experience identifying and recommending space, furniture and equipment needs.

Responsibilities

• Coordinating and managing space bookings across the central room inventory.
• Booking meeting spaces that meet client needs and referring complex bookings.
• Ensuring contracts and agreements are consistent with University standards.
• Assisting in the development of event proposals and quotes.
• Overseeing event setup, execution, and teardown as required.

Skills

Interpersonal skills

Communication skills

Logistical scheduling

Time management

Education

Bachelor's Degree

Tools

Room booking software (EMS)

SAP systems (FIS)

Microsoft Office suite

Job description

Overview

Date Posted: 09/24/2025

Req ID: 45266

Faculty/Division: Operations and Real Estate Partnerships

Department: Campus Events

Campus: St. George (Downtown Toronto)

Position Number: 00046579

About us

Campus Events provides leadership, direction, expertise and advice in event production to the University community and external stakeholders, with emphasis on high standards for customer service, attention to detail and quality. Campus Events manages and facilitates a broad portfolio of activities including 25,000+ space booking annually including all internal, Recognized Student Groups and external requests for all spaces in the central room inventory across the St. George Campus. Campus Events also offers a concierge service to support high production virtual and hybrid events. With a population on the St. George Campus of approximately 80,000 people engaged in a variety of diverse activities, Campus Events provides a focal point to assess and ensure a variety of high profile and other events can be successfully executed while ensuring that the activities related to the purpose of the University - namely academic instruction and research - can proceed without disruption.

Your opportunity

Reporting to the Manager, Campus Events, the Booking Coordinator, Campus Events is an integral part of the Campus Events unit and the first point of contact for University staff, student and general inquiries. The demand for Campus Events’ services is extremely high so while the position is fast paced, there is strong support from a highly collaborative and dynamic team.

The incumbent in this role is responsible for coordinating and managing space bookings across the central room inventory, ensuring client needs are met, providing accurate and timely information to clients and colleagues, and providing logistical and operational support to enable the successful execution of events. The coordinator plays a key role in upholding service standards and representing the University’s values in all interactions.

Your responsibilities

• Determining logistical details for space rentals and matching space requirements to client needs.
• Booking the meeting spaces and rooms that meet client needs and referring complex bookings to senior staff.
• Disseminating client requirements and booking information to internal contacts in a timely manner.
• Analyzing processes and recommending changes for more efficient coordination of operations.
• Ensuring contracts and agreements are consistent with University standards and guidelines.
• Assisting in the development of event proposals and quotes, ensuring they are consistent with University standards and guidelines.
• Overseeing the implementation of event setup, event execution and tear down when required.
• Maintaining accurate records and post-event reports.
• Supporting the team with on site event execution.

Essential Qualifications

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three years of experience with institutional space rentals and management, and room booking operations or similar logistical scheduling experience.
• Experience serving as the first point of contact in a large and diverse environment responding to inquiries.
• Experience with room booking software i.e. EMS etc.
• Intermediate skills with FIS or similar SAP systems.
• Experience identifying and recommending space, furniture and equipment needs for bookings.
• Experience reviewing and processing room and facilities requests for classroom and auditorium bookings.
• Experience with room access priorities, room features and constraints.
• Experience with developing quotes as well as processing and issuing invoices.
• Advanced skills and ability to operate audio-visual equipment (e.g. projectors, TVs) and general office equipment (e.g. scanner/photocopier).
• Experience with coordinating commercial filming including making recommendations and bookings for film locations and providing logistical support.
• Proficiency in Microsoft Office suite as well as ability to adapt to and learn.
• Exceptional interpersonal and communication (written and verbal) skills.
• Strong critical thinking and judgement skills in addressing a wide range of operational needs and client interactions.
• Strong abilities to manage time sensitive bookings and competing deadlines.
• Availability to work evenings and weekends as required by event schedule.

Assets (Nonessential)

• Familiarity with the University’s organizational structure.
• Proven ability to organize and handle a variety of duties, deadlines and schedules simultaneously under minimal supervision.

To be successful in this role you will be

• Approachable
• Cooperative
• Insightful

Please note

• We are recruiting for 2 vacancies

Closing Date: 10/05/2025, 11:59PM ET

Employee Group: USW

Appointment Type: Ancillary Operations

Schedule: Full-Time

Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Facilities/Ancilliary Services

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [e-mail]