JOB SUMMARY
The Manager Event and Sales, Alumni Facilities operations as a main point of contact for incoming sales inquiries, acts as a lead on large scale complex programming and events. This position is directly involved with in the coordination, and provisions of services for approximately 500 meeting and events annually serviced by two distinct, award winning properties; The Robert H. Lee Alumni Center and Cecil Green Park.
ORGANIZATIONAL STATUS
Reports directly to the Manager, Operations and Sales Alumni Facilities. Works in collaboration with full Alumni Facilities team. Liaises with clients including alumni, the general public, campus partners and departments; interaction with UBC Building Operations required.
WORK PERFORMED
-Maintains a high-profile presence both on and off-campus for the Robert H. Lee Alumni Centre and Cecil Green Park House as a premier rental venue.
-Main point of contact for potential and confirmed Alumni Facility clients; evaluating client needs, providing campus information and recommends appropriate mix of facilities services and third-party suppliers via site tours, emails and phone calls.
-Respond to all sales inquiries in a timely and efficient manner, set up onsite sales tours and follow up with all clients in regards to next steps.
-Develop detailed sales proposals, floor plans and RFP responses, based off clients’ needs and facilities offerings.
- Works with clients to provide logistical event support based on specific event needs. Makes recommendations to clients to ensure successful events and programming in the space.
- Prepare and manage contracts for bookings.
-Manages administrative policies and procedures as it pertains to the coordination and management of events; creating detailed event notes, floor planning, updating booking system with details required for successful event execution, staffing requirements and post event billing.
- Creates, sends and manages all booking invoices, reviews all bookings post event updates any financial information and prepares final invoice or refund.
-Works closely with facility operations teams, offers supervision on event details and execution requirements, offers mentorship and supervision to student ambassadors; with a specific eye on details to ensure all steps are made for successful event execution.
-Create and update policies and working procedures that can successfully streamline work and increase effective communication.
-Make decisions regarding event booking requests, analyze requests to see to ensure that the use does not compromise alumni UBC or UBC’s community’s activities, as well as the safety and security of the persons and facilities.
- Contributes to a strategic annual plan with eye to increasing booking and engagement activity and setting targets within internal and external bookings.
-Works closely with Alumni Communications and Facilities Team to manage the development of all marketing materials for the Alumni Centre including website, video and photos, sales brochures, etc.
-Work with industry influencers, publishers, and marketing agents to ensure that the Robert H. Lee Alumni Centre and Cecil Green Park House are leading brands in the local markets.
- Responsible for tracking sales trends and customer feedback. Using this data to create and implement targeted changes to operations, sales and marketing when needed.
-Where appropriate negotiate contracts and sponsorship agreements with vendors and suppliers; with an eye on creating revenue streams and ensuring that all vendors who work with The Alumni Facilities exceptional service to booked clients.
-Resolve client concerns and disputes with bookings; liaise with third party vendors to ensure that all disputes regarding services offered at the house have been addressed.
- Prepares monthly, quarterly and annual statistical reports.
- Liaises with UBC Building Operations for maintenance when required.
- Regular evening and weekend work will be required at different times throughout the year
- Other related duties as assigned.
CONSEQUENCE OF ERROR
Errors may impact on the effectiveness of the office, image, reputation and credibility of the Alumni Association and the University, and the financial resources of the Association. The Manager, Sales and Events, Alumni Facilities, is expected to exercise judgment, diplomacy and tact in all interactions associated with the function of this position.
SUPERVISION RECEIVED
Works under direction within established guidelines but is expected to resolve problems, demonstrate initiative and exercise strong judgment. Work is evaluated against set performance expectations. Incumbent liaises with Manager Operation and Sales, Alumni Facilities for annual planning so as to develop an approved annual business and marketing plan to integrate with that of Alumni UBC; participates in monthly reporting and team discussions with supervisor. On a daily basis, decisions made by the incumbent require a degree of autonomy and responsibility.
SUPERVISION GIVEN
Role does not currently supervise other individuals; however, some supervision of students and/or volunteers may be necessary to complete projects.
QUALIFICATIONS
Undergraduate degree in relevant discipline. Diploma in Hotel Management, Hospitality, Tourism, Event Management, preferred
A minimum of 3 years of experience or the equivalent combination of education and experience. Prior experience in the planning and implementation of events strongly preferred, in particular, experience planning corporate meetings and special events an asset. Highly organized with excellent communication and relationship management skills.
Excellent time management skills for follow-up, ability to handle several projects simultaneously, and meet timeline pressures. Keen attention to accuracy and details as well as dealing effectively with sensitive confidential matters.
Ability to communicate with partners and prospects with tact and diplomacy and in a highly professional manner. Demonstrates initiative and a proactive approach.
Effective interpersonal, verbal and written communications skills. Ability to work independently and within a team environment without ongoing supervision.
Sales-minded focus with proactive approach towards increasing revenue sources. A willingness to be flexible with working hours, if necessary, to accommodate the schedules of potential client’s Intermediate computer skills with Windows, Office 2010, email and internet. Ability to operate the normal range of office equipment.
Pay: $71,577.00-$102,877.00 per year
Work Location: In person
