Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Conferences, Accommodations and Ceremonies, Level B

Job Title Conference Sales & Services Manager

Department UBCO l Accommodation l Housing and Conferences

Compensation Range $5,622.33 - $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date December 14, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

There is an annual business cycle with seasonal peaks.

Working hours may include weekends and evenings in late spring and summer.
Position must be reachable by telephone and be contactable while groups are in house.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

JOB SUMMARY

The Conferences Sales & Services Manager is responsible for the sales and marketing functions of the conference operation, and will be responsible for the coordination and planning for all client groups convening on the UBCO campus and utilizing the Housing facilities. The position will maintain contact with the client from initial expression of interest through to the group departure ensuring accommodation, catering, meeting logistics, and other arrangements are satisfied.

ORGANIZATIONAL STATUS

The Conference Sales & Services Manager reports to the Associate Director, Accommodation, and works collaboratively with other managers and professional staff through the Department of Student Housing and Community Services. Also develops and maintains essential relationships with service/administration departments on campus and outside contract services providers.

Work Performed

1. Works with Associate Director, Accommodation to develop sales and marketing strategies that support departmental goals.

2. Develop Sales & Marketing strategies for Group and FIT (individual traveller) markets with the goal of optimizing conference accommodations occupancy and revenue.

3. Works with online travel agents, rooms management systems to increase sales within the FIT (Individual traveller) market.

4. Reviews and responds to guest comments collected online and through guest surveys.

5. Responsible for developing Group and Meeting Markets both inside the university community and outside the university with a goal to obtaining new business. Following through on client opportunities.

6. Attends tradeshows, information fairs, meetings and gatherings, giving presentations and information to promote UBCO Conferences & Accommodation services.

7. Researches business opportunities, and compiles data information utilizing EBMS application. Follows through on sales for client opportunities.

8. Identifies and assesses, promotional and advertising opportunities and will be responsible for updating advertising promotional materials, social media accounts, and website.

9. Coordinates regional and national sales and marketing activities with Conferences & Accommodation Sales staff at the UBC Vancouver campus.

10. Contributes to the creation of the annual budget for sales and marketing initiatives.

11. Provides direction to the Conferences & Accommodation department support staff.

12. Works with Front Desk Manager to identify training needs for summer staff. Implements and facilitates summer training sessions to ensure that front office staff are trained and prepared with information regarding conference sales

13. Works with client to negotiate contract for accommodation, campus space, catering and any/all other conference services required to facilitate conference.

14. Coordinates and plans conference logistics from initial contact with client to group departure including billing

15. Provides on-site conference support throughout conference. Troubleshoots problems and authorizes/implements corrective measures. Resolves conflict and develops solutions to problems.

16. Prepares group billing by completing service orders, work orders and determining all client expenses. Prepares summary of charges for accounts receivables, issues billing and follows up with payment deadline schedules.

17. Provides year-end sales and marketing report. Responsible for compiling statistical data for report purposes.

Consequence of Error/Judgement

Judgement and decisions require the application of excellent interpersonal communication, organization, supervisory, conflict resolution and problem solving skills.

Communication of inaccurate information/advice or failure to deliver services as agreed by contract or poor performance may result in litigation with financial and legal consequences for Conferences & Accommodation and may jeopardize the reputation and future revenues for Student Housing & Hospitality Services.

Supervision Received

Reports directly to the Associate Director, Accommodation. Works independently, and in accordance with procedures, policies and approved budgets and generally accepted standards. Consults with Associate Director, Accommodation on complex and extraordinary budget issues.

Supervision Given

Provides direction to the department support staff. Assists the Accommodation team in seasonal hiring and training.

Minimum Qualifications

- A minimum of three years experience in the hospitality field.
- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own.
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

- Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management.

- University degree or blend of relevant courses and progressive on the job training would be considered. Minimum of three years experience or the equivalent combination of education and experience.

- Ability to exercise a high level of tact and discretion in dealing with the service needs of clients.

- Proven customer service experience.
- Experience with sales and marketing strategies.

- Working knowledge of OPERA & EBMS reservation and event systems an asset.

- Proficient with MS Office.

- Ability to communicate effectively, verbally and in writing essential.
- Experience with supervision of staff.

- Excellent organizational skills, with a demonstrated ability to handle a high volume of work during peak periods; ability to multitask.
- Demonstrated ability to organize work flow and exhibit time management skills.
- Familiar with the operations of a University environment.

University of British Columbia