Coordinator, Conferences & Rentals

CAIS; Oakville; On-site; CAD 65,000 - 73,000; Full time

Benefits offered by this job

Competitive salary based on experience

Group benefits including health,Dental

Vacation package

RRSP with matching

Professional development

Campus facilities access

Job summary

Appleby College in Oakville, ON is seeking a client-focused Coordinator, Conferences & Rentals to support conferences, facility rentals, events and weddings. You will deliver exceptional service to every group on campus and help grow Appleby’s reputation as a premier destination for conferences and special events.

You will coordinate bookings with Facilities, Security, IT and food services; prepare quotes and invoices; manage accommodations; produce weekly reports; and promote the facilities

Qualifications

• University-level post-secondary education.
• Previous administrative experience, ideally in client service, events, conferences, or hospitality.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple bookings at once.
• Strong communication and relationship-building skills, with the confidence to address client issues professionally.
• Solid knowledge of Microsoft Word, Excel, Outlook, and PowerPoint; experience with EventPro, SharePoint, Finaliste, or CampBrain is an asset.
• The ability to speak additional languages beyond English is considered an asset.
• Flexibility to work occasional evenings and weekends, with on-site presence during summer and March break.

Responsibilities

• Provide outstanding client service for facility rentals, events, conference groups, and weddings.
• Prepare client documentation, including quotes, contracts, insurance, payment schedules, and invoices, and follow up on collections.
• Promote Appleby's facilities and services through client communications, online platforms, meetings, and campus tours.
• Develop strategies to strengthen the promotion of our facilities, conference groups, and events.
• Optimize rental revenue through creative scheduling, proactive problem solving, and timely payment collection.
• Maintain accurate booking schedules, identify and resolve scheduling conflicts, and share reports with relevant departments.
• Coordinate operational support with campus partners, including food services, Security, Facilities, and IT.
• Manage on-campus accommodations for conference groups and confirm rooming plans with all Ancillary Activities program areas.
• Manage the CatchCorner rental platform and support updates to the CampBrain registration system.
• Produce weekly registration and revenue reports for analysis and comparison
• Propose annual pricing adjustments based on competitive analysis, in consultation with the Assistant Director, Ancillary Academic Programs
• Keep the Rentals and Conferences pages of the Appleby website current, and support marketing initiatives and customer email communications
• Maintain central client files and post-event documentation to support repeat and future bookings
• Manage access fobs and keys for summer programs and rental groups, serving as the main and emergency contact when required
• Act as liaison for Birch Hill rental clients and support new venture and expansion projects as needed

Skills

Administrative experience

Organizational skills

Communication

Multitasking

Client service

Education

University-level post-secondary education

Tools

Microsoft Word

Excel

Outlook

PowerPoint

EventPro

SharePoint

Finaliste

CampBrain

Job description

Coordinator, Conferences & Rentals

Location: Appleby College, Oakville, ON

Position Type: Full-Time

Salary Range: $65,000 - $73,000

COME JOIN OUR TEAM:

Appleby College is seeking a client-focused and highly organized coordinator to support our conferences, facility rentals, events, and weddings. In this role, you will deliver exceptional service to every group that visits our campus, while helping grow Appleby's reputation as a premier destination for conferences, rentals, and special events.

HOW YOU WILL THRIVE:

Whether you are leading a campus tour for a prospective client or finding a creative solution to a scheduling challenge, your work will shape every guest's experience at Appleby and contribute directly to the growth of our rentals and conference business.

As a key connection between clients and our campus partners, you will collaborate with Ancillary Activities, Facilities, Security, IT, and food services to ensure every booking runs smoothly, professionally, and to the highest standard.

HOW YOU WILL SUCCEED:

• Provide outstanding client service for facility rentals, events, conference groups, and weddings
• Prepare client documentation, including quotes, contracts, insurance, payment schedules, and invoices, and follow up on collections
• Promote Appleby's facilities and services through client communications, online platforms, meetings, and campus tours
• Develop strategies to strengthen the promotion of our facilities, conference groups, and events
• Optimize rental revenue through creative scheduling, proactive problem solving, and timely payment collection
• Maintain accurate booking schedules, identify and resolve scheduling conflicts, and share reports with relevant departments
• Coordinate operational support with campus partners, including food services, Security, Facilities, and IT
• Manage on-campus accommodations for conference groups and confirm rooming plans with all Ancillary Activities program areas
• Manage the CatchCorner rental platform and support updates to the CampBrain registration system
• Produce weekly registration and revenue reports for analysis and comparison
• Propose annual pricing adjustments based on competitive analysis, in consultation with the Assistant Director, Ancillary Academic Programs
• Keep the Rentals and Conferences pages of the Appleby website current, and support marketing initiatives and customer email communications
• Maintain central client files and post-event documentation to support repeat and future bookings
• Manage access fobs and keys for summer programs and rental groups, serving as the main and emergency contact when required
• Act as liaison for Birch Hill rental clients and support new venture and expansion projects as needed

WHAT YOU BRING:

• University-level post-secondary education
• Previous administrative experience, ideally in client service, events, conferences, or hospitality
• Exceptional organizational skills and attention to detail, with the ability to manage multiple bookings at once
• Strong communication and relationship-building skills, with the confidence to address client issues professionally
• Solid knowledge of Microsoft Word, Excel, Outlook, and PowerPoint; experience with EventPro, SharePoint, Finaliste, or CampBrain is an asset
• The ability to speak additional languages beyond English is considered an asset
• Flexibility to work occasional evenings and weekends, with on-site presence during summer and March break

HOW YOU WILL BENEFIT:

• Competitive salary based on experience
• Comprehensive group benefits including health, dental, vision coverage and health spending account
• Outstanding vacation package
• Eligibility to participate in RRSP with matching program
• Professional development opportunities to grow your skills and expertise
• Access Appleby's top-notch campus facilities to include fitness centre, dining hall and beautiful grounds

WHO ARE WE:

Appleby College was founded in 1911 and is internationally recognized as one of the world's leading independent schools. With 800 students from over 50 countries enrolled in Grades 7–12, Appleby offers an education that excites and challenges every student. Our curriculum combines rigorous academics with dynamic arts, athletics, community service, and boarding life programming, allowing students to discover and embrace their passions both inside and outside the classroom.

Hallmarks of the Appleby experience include our emphasis on global learning and cultural understanding with participation in a global learning experience.

Appleby's Mission is to educate and enable its students to become leaders of character, major contributors to, and valued representatives of their local, national and international communities.

We work to embed diversity, equity, inclusion, and belonging principles and practices as an integral and foundational part of Appleby's culture and are committed to building a team that represents a variety of backgrounds, perspectives, and skills making us better together.

DO YOU NEED ACCOMMODATION:

Appleby College is committed to fostering an inclusive, equitable and accessible environment where everyone feels valued, respected, and supported. Accommodations are available for applicants with disabilities throughout the recruitment process. If contacted for an employment opportunity, please advise Human Resources if you require an accommodation.

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