Conference Coordinator

Brock University; St. Catharines; On-site; CAD 57,267 - 62,000; Full time

Benefits offered by this job

Health & Dental Benefits

Pension Plan

Professional Development

Job summary

Brock University in St. Catharines is seeking a Conference Coordinator to plan and execute events across the campus. The Coordinator will manage client communications, logistics, vendor relations, and ensure exceptional customer service while adhering to University policies.

The ideal candidate holds an undergraduate degree or equivalent experience, possesses a valid driver’s license, and has a strong background in event planning and customer service. The role requires effective communication and project management skills in a dynamic environment.

Qualifications

• Valid G class driver’s license with an acceptable driver’s abstract.
• Experience in retail, hospitality, conference and event planning, or customer service.
• Knowledge of Brock’s facilities, services, and contracts.

Responsibilities

• Coordinate all aspects of event planning for assigned events.
• Ensure smooth execution of events while meeting client expectations.
• Provide on-site event support and resolve client concerns.

Skills

Event planning

Customer service

Project management

Budget management

Communication skills

Education

Undergraduate degree in a relevant discipline or equivalent experience

Tools

Microsoft Office

Job description

About the Role

Reporting to the Associate Director, Conference and Parking Services, the Conference Coordinator plans and executes smaller events and conferences across Brock University. The Coordinator manages a portfolio of events, secures new business, coordinates with campus partners, and provides exceptional customer service to ensure event success and client retention. The incumbent also supports Senior Conference Coordinators with more complex events.

Key responsibilities include:

• Coordinate all aspects of event planning for assigned events, including client communication, logistics coordination, vendor management, and budget tracking.
• Ensure the smooth and efficient execution of events, while adhering to university policies and meeting client expectations.
• Oversee the general Conference Services email and answer phone calls/voicemails, responding to both internal and external requests.
• Manage department inventories and coordinate deliveries/pick‑ups and set‑up as required.
• Address and resolve conflict and/or client concerns that staff or clients bring forward, ensuring high‑quality client service.
• Serve as a liaison between clients and on‑campus partners (e.g., catering, facilities, AV) to coordinate necessary resources and support for events.
• Provide on‑site event support to ensure smooth operations and customer satisfaction.
• Troubleshoot any issues that arise during the event.
• Conduct post‑event evaluations to determine how future events could be improved, including surveying clients to determine satisfaction.
• Provide administrative and operational support to Senior Conference Coordinators for larger, more complex events.
• Assist with tasks such as contract management, invoicing, and reporting.
• Actively seek out new business opportunities to grow the portfolio of smaller events.
• Develop and maintain relationships with potential and existing clients.
• Enable conference agreement negotiations and contract processes, ensuring the clear documentation of conference requirements and expectations.
• Provide input and participate in the development and implementation of a proactive marketing plan to promote small‑scale events and conferences.

This position may require evenings and weekends based on events and operational needs.

Key Skills and Experience

• An undergraduate degree in a relevant discipline or an equivalent combination of education and experience.
• Valid G class driver’s license with an acceptable driver’s abstract.
• Experience in retail, hospitality, conference and event planning, or customer service.
• Strong computer competency, including knowledge of Microsoft Office.
• Effective budgeting and record‑keeping skills.
• Knowledge of the University environment and related practices.
• Promotes and embodies inclusivity and respect within the workplace and the broader community.
• Effective verbal and written communication skills.
• Exceptional customer service skills and the ability to build plans to exceed customer expectations.
• Ability to generate sales opportunities.
• Flexible and responsive to changing needs in a dynamic and fast‑paced environment.
• Demonstrated ability to meet deadlines and propose approaches to improve outcomes.
• Ability to appropriately handle urgent situations in a calm, diplomatic and tactful way.
• Demonstrated project management skills and the proven ability to independently design, implement, manage, lead and execute multiple projects simultaneously.

Preferred or Asset Skills

• Knowledge of Brock’s facilities, services, contracts, and policies around the use of space.
• Certified Meeting Professional (CMP) designation.
• CPR and First Aid certification.

Salary and Total Rewards

• Job Grade J, Salary Scale ($57,267 – $91,627).
• Target Hiring Range: $57,267 – $62,000.
• Permanent position that includes:
• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
• Vacation: Up to 3 weeks per year, in addition to university holidays.
• Professional Development: Eligibility for the Brock Tuition Waiver Program.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. All employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as well as from racialized and ethnic minority groups. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these groups.