Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title Group Sales Coordinator

Department Sales and Services | Conferences and Accommodation

Compensation Range $4,460.00 - $4,686.00 CAD Monthly

Posting End Date October 3, 2023

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

Job End Date

Job Summary
The Group Sales Coordinator is responsible for coordinating successful group bookings for Conferences & Accommodations at UBC by working with a variety of clients and organizers. This will include communicating rates, services and sharing general knowledge of UBC meeting venues, accommodations and campus facilities. The Group Sales Coordinator will contribute to the Accommodation Only market segment by managing, confirming group booking with contracts and invoices.

This role is a highly service orientated position as it will require the Coordinator to interact with clients by email and phone on a daily basis. Works in a fast-paced environment leading up to and during conference season, which may require management of shifting priorities and deadlines based on client needs. Conference season at the University is between May and August, during this time, some weekend or evening work may be required; with limited vacation time from April \xe2\x80\x93 July inclusive.

Organizational Status
Reports to the Sales Administration Manager. Takes direction from the Director, Groups, Sales Managers, General Manager and collaborates with all Conferences & Accommodation staff; interacts with various university departments, clients and guests of Conferences & Accommodation.

Work Performed

Responds to general group inquiries (determines customer requirements, group history, size, contact information, preferred dates, catering requirements). Recommends suitable accommodation; checks availability in property management system; prepares customized proposals and books accommodation.

Communicates with Accommodation Only group organizers, ensuring adherence to the booking conditions of the accommodation agreement and monitoring payment and receipt of various documents. Prepares invoices.

Confirms event/group accommodation bookings through contracting, invoicing, entering rooming lists. Coordinates with Front Desk and other departments and personnel (i.e. Rooms Manager, Building Services Managers, Housestaff etc.) to discuss group specific requirements.

Promotes products and services of Conference & Accommodations by applying product knowledge, knowledge of UBC and the City of Vancouver.

Assists with the coordination of sales initiatives. Collects and compiles data and reports for General Manager and Director of Groups.

Customizes form letters and standard accommodation template agreements and various sales
documents (i.e., sales kits, confirmation packages, instructions, follow up/reminder notices,
satisfaction surveys, etc.) to suit specific client information and requirements.

Creates and manages group room blocks and group rate in the property management system for sales and conference services teams.

Answers main sales and administration phone and transfers calls to appropriate contact. Greets visitors, offers refreshments, and ensures that boardroom is prepared for client meetings. Performs general office duties including: updating office manuals, templates, procedures & collateral; maintaining inventory of sales collateral; creating files for accommodation and conference groups; processing mail; and maintaining filing and storage systems.

Conducts site tours of accommodations with clients.

In consultation with the Director of Groups, handle client concerns and/or complaints for Accommodation Only groups and determine appropriate actions required.

Under direction of the Sales Administration Manager, coordinates and implements Groups initiatives to develop the Accommodation Only market segment.

Provides administrative/sales support to the Director of Groups; to include handling inquiries, preparing kits, sending information & coordinating preliminary bid details on their behalf.

Coordinates details for various sales and marketing projects, as assigned by Sales Administration Manager.

Supervises and trains clerical staff. Co-ordinates and assigns work to staff.

Performs other duties and projects related to the qualifications and requirements of the position.

Adheres to UBC and Departmental policies and procedures.

Consequence of Error/Judgement
Failure to provide accurate information, inaccurate data entry, or poor customer service can jeopardize Conferences & Accommodation\'s revenues, negatively impact customer relations, and damage the reputation of Conferences & Accommodation. Exercises good judgment, tact and discretion in enforcing Conferences & Accommodation\'s policies and resolving customer disputes. Poor supervisory skills may result in poor staff relations.

Supervision Received
Works under the general direction of the Sales Administration Manager. Receives specific instructions from the General Manager and other senior staff regarding special projects and work assignments. Carries out familiar phases of work independently, referring new or unusual situations to management.

Supervision Given
Supervises and trains sales support staff. Coordinates and assigns work to clerical staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Training in office procedures and in the hospitality industry. Certified diploma in the Hospitality industry preferred. Experience in office and hospitality sales. Extensive knowledge and experience with word processing/computers required. Good knowledge of the services and standards required in the Hospitality industry. Good knowledge of Conferences & Accommodation\'s services and facilities preferred. Good knowledge of hotel property and contact management software (i.e. EBMS, Opera, Delphi preferred. Ability to provide quality service to customers in a courteous, professional manner. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to communicate effectively verbally and in writing. Ability to exercise tact and diplomacy. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work effectively independently and in a team environment. Ability to supervise the work of sales support staff. Ability to compose clear and concise business letters and memos. Ability to maintain accuracy and attention to detail. Ability to perform word processing at 55 words per minute. Ability to effectively use spreadsheet and database applications at an intermediate level. Ability to work during statutory holidays and on weekends during peak periods.

University of British Columbia