Booking Coordinator, Conference Services (term)

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 Conference Services. This role involves managing event logistics, client relations, and vendor coordination at various campus venues. The ideal candidate has a Bachelor's degree, at least three years in hospitality or event coordination, and strong interpersonal skills. This full-time position offers an annual salary range of $72,119 to $92,226.

Qualifications

• Minimum three years of experience in hospitality or event coordination.
• Exceptional interpersonal and communication skills.
• Experience with audio-visual terminology for events.

Responsibilities

• Coordinate conference and event services at U of T venues.
• Serve as the primary contact for clients.
• Assist in event proposals, quotes, and contracts.

Skills

Interpersonal skills

Event coordination

Time management

Communication skills

Critical thinking

Education

Bachelor's Degree or equivalent experience

Tools

Room booking software (EMS)

Microsoft Office Suite

Job description

Booking Coordinator, Conference Services (term)

Date Posted: 11/19/2025
Req ID: 46113
Faculty/Division: Operations and Real Estate Partnerships
Department: Campus Events
Campus: St. George (Downtown Toronto)
Position Number: 00056365

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 bookings annually among 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, 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 will include

• 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 in a timely manner 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, e.g., 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 as well as 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 judgment 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

Please note

• We are recruiting for two (2) 12‑month term positions.

Closing Date: 11/30/2025, 11:59 PM 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: Hospitality

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].