Strategic Events & Rentals Coordinator

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

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