Junior Events Coordinator - Conferences and Catering

Alma Mater Society of UBC Vancouver; Electoral Area A; On-site; CAD 35,000 - 50,000; Full time

Job summary

The Alma Mater Society (AMS) at UBC Vancouver is hiring a Junior Events Coordinator to plan and execute conferences, weddings, trade shows, and catered events for commercial clients. You will drive sales while coordinating with internal teams to ensure client satisfaction and adherence to AMS policies.

You’ll collaborate with the Student Bookings Representative and Senior Event Coordinators, leveraging your customer service and sales experience to upsell food and services, and manage contracts

Qualifications

• Minimum 2 years of post-secondary education in a related field.
• Minimum of 2 years of experience in a customer service and sales environment, ideally in hospitality or tourism.
• Proven track record in achieving sales targets and familiarity with utilizing selling techniques is required.
• Ability to work effectively with students and external clients of AMS in an enthusiastic and positive way.
• Excellent communication skills.
• Excellent organizational, administrative, and interpersonal skills especially with conflict resolution.
• Experience in event coordination and/ or meeting planning is an asset.
• Must be able to prioritize, organize and work in a team environment.

Responsibilities

• Sell, plan, book and execute conferences and catered events for groups of 50 or under in coordination with operations.
• Reserve Nest rooms for internal AMS clients and manage the Class Bookings Program.
• Coordinate booths for tradeshow use and advise groups on policies and insurance requirements.
• Direct groups to appropriate department for equipment or services and arrange setup staff.
• Handle contracts, payments and invoicing in a timely manner per AMS procedures.
• Promote AMS services and maintain positive image with clients.

Skills

Customer Service

Sales Experience

Communication

Organization

Education

Post-secondary education in related field

Tools

Caterease

MS Office

Job description

Position title: Junior Events Coordinator

Department: Catering and Conferences

Reports to: Catering and Conferences Business Development Manager

Supervises: None

Employee status: Hourly, Full-time, Permanent

Hours per week: 35

Compensation: Group 3 (MoveUP 378) - starting salary at $30.70 per hour.

About the AMS The Alma Mater Society (AMS), established as a formal constitution of UBC’s student organization in 1915, is UBC’s official student union and is the largest student union in Canada. Operating as an independent organization of UBC, the AMS advocates students’ interests and provides opportunities for their growth and advancement. The AMS represents over 56,000 undergraduate and graduate students and its priorities are determined by these members. In addition to offering services to students, the AMS is an advocate of students’ issues and ensures the needs of students are presented to the University administration and the provincial and federal governments. The AMS Nest is located on the traditional, ancestral and unceded land of the Musqueam people.

Every student at UBC is part of the AMS and the AMS is the manifestation of a shared student experience. From providing advocacy, to student services that support health and education, to reducing student debt, the AMS fights for student interests to the University and all levels of government so that all students can succeed in life and take ownership over their time at the University of British Columbia. The AMS is student-led, student-focused, and always student-first.

We believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, sexual orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.

Position Purpose

This position is required to support the Student Bookings Representative and Senior Event Coordinator roles. Plan, book and execute conferences, weddings, trade shows, business meetings and catered events of commercial clients. In addition, this role is expected to develop, sell, and coordinate all conferences and events to the client’s specifications while adhering to all AMS departmental policies and procedures and exemplify a strong commitment to guest satisfaction.

Duties and Responsibilities

• Responsible for selling, planning, booking and executing in cooperation with the operational team conferences and catered events to meet and exceed established sales goals (for groups of 50 and under)
• Reserve all bookable rooms in the Nest for internal AMS clients including Student Council, Student Executive Committee, Services, Resource groups, Constituencies, Clubs and departments and maintain the Class Bookings Program.
• Reserve booths for individual and tradeshow use
• Advise groups of policies and procedures and insurance requirements that they must comply with in order to hold licensed functions or serve food at their events
• Direct groups to the appropriate department for any equipment or services they may require.
• Assist groups who require set up and arrange for set up staff and charge organizations for SOCAN fees, security fees, and equipment rentals.
• Distribute daily record of room bookings and the equipment or services associated with them and communicate changes in room locations to affected parties
• Coordinate all internal and external bookings to ensure there are no conflicts.
• Monitor use of all bookable areas to ensure authorized use.
• During conference season, vacation coverage and busy periods provide support to the Senior Events Coordinators with event consultation, planning, services and on-site service for clients.
• Maintaining working relationships with all civic and industry organizations, corporate promotional contacts, and event and booking representatives. Serving as a liaison with outside agencies on ongoing promotional campaigns
• Prospecting and closing new business and providing event consultation and planning services to clients by assessing meeting objectives and recommending specialized services. Up selling food and beverage services and additional functions to achieve established revenue goals
• Planning the logistics for a wide range of events, catering, meetings and conferences, etc
• Ensure all necessary contracts, payments, invoicing, and other accounting matters are submitted in a timely manner as per the society’s procedures.
• Distributing evaluation surveys to clients who have experienced AMS conferences and catering services
• Promoting a positive, service-oriented image of the AMS to all who apply to use our facilities and services
• Conducting site tours / visits with potential clients for groups of 50 and under
• Keep current with industry trends
• Working with the AMS mission statement and values to operate a successful department
• Other duties as required

Qualifications and Experience

• Minimum 2 years of post-secondary education in a related field
• Minimum of 2 years of experience in a customer service and sales environment, ideally in hospitality or tourism
• Proven track record in achieving sales targets and familiarity with utilizing selling techniques is required
• Ability to work effectively with students and external clients of AMS in an enthusiastic and positive way
• Excellent communication skills
• Excellent organizational, administrative, and interpersonal skills especially with conflict resolution
• Experience in event coordination and/ or meeting planning is an asset
• Must be able to prioritize, organize and work in a team environment
• Must have ability to work under pressure and under own initiative
• Basic knowledge of MS Office
• Knowledge of Caterease software is an asset

Application Deadline

11:59pm Thrusday, September 24, 2026.