Booking Coordinator, Conference Services (3)

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

Job summary

A leading educational institution in Toronto is seeking a Booking Coordinator for its Campus Events unit. The role involves managing event logistics, client interactions, and service coordination across multiple venues. Candidates should have a Bachelor's degree and a minimum of three years in hospitality or event coordination. Strong organizational and interpersonal skills are essential. This full-time position offers a competitive salary ranging from $72,119 to $92,226.

Qualifications

• 3+ years in hospitality, hotel, or convention centre.
• Experience in event coordination or guest services.
• First point of contact experience in a diverse environment.

Responsibilities

• Coordinate event services at University venues.
• Serve as primary contact for clients throughout events.
• Collaborate with internal departments and vendors.

Skills

Interpersonal skills

Organizational skills

Time management

Written communication

Verbal communication

Critical thinking

Client service approach

Education

Bachelor's Degree or equivalent experience

Tools

Room booking software (e.g., EMS)

Microsoft Office Suite

Job description

Booking Coordinator, Conference Services (3)

Date Posted: 09/24/2025

Req ID: 45271

Faculty/Division: Operations and Real Estate Partnerships

Department: Campus Events

Campus: St. George (Downtown Toronto)

Position Number: 00005736

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 indoor and outdoor centrally shared spaces across the St. George Campus. Campus Events also operates several full-service conference and event facilities. 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, Conference Services is an integral member of the Campus Events unit. The role supports a portfolio of diverse event and conference spaces across the University. 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 managing day-to-day logistics, liaising with clients, coordinating vendors and services, and ensuring a seamless experience for guests and conference participants. The coordinator plays a key role in upholding service standards and representing the University’s values in all interactions.

Your responsibilities

• Coordinating the delivery of conference and event services at U of T conference venues, including room bookings and audio visual.
• Serving as the primary point of contact for clients, providing timely and professional support throughout the event lifecycle.
• Working collaboratively with internal departments and external vendors to ensure smooth operations.
• Assisting in the development of event proposals, event quotes, and contracts, ensuring they are consistent with University standards and guidelines.
• Overseeing the implementation of venue setup, event execution, and tear down to ensure high standards of service and client satisfaction.
• Maintaining accurate records and post-event reports.
• Supporting the team with day-to-day event and meeting room duties.

Essential Qualifications

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three years of experience in a hospitality, hotel, or convention centre environment, with direct involvement in event coordination or guest services.
• Experience serving as the first point of contact in a large and diverse environment responding to inquiries.
• Experience with room booking software, such as EMS.
• Experience reviewing and processing room and space requests for event and conference bookings.
• Experience identifying and recommending space, furniture and equipment needs for bookings.
• Experience with developing quotes as well as processing and issuing invoices.
• Knowledge of basic audio-visual terminology for events and experience recommending appropriate services and/or equipment to clients.
• Proficiency in the Microsoft Office suite and the ability to adapt to and learn new technologies.
• Exceptional interpersonal and communication (written and verbal) skills, with a professional, client-first approach.
• Strong critical thinking and judgement skills in addressing a wide range of operational needs and client interactions.
• Strong organizational and time management skills with the demonstrated ability to manage multiple projects simultaneously.
• Strong team player who values collaboration.
• Availability to work evenings and weekends as required by event schedules.

Assets (Nonessential)

• 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

Notes

• We are recruiting for 3 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.

The Diversity and Accessibility statements include a voluntary Diversity Survey as part of the application. 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) and provides 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].