Client Relations and Event Specialist (Full-Time)

Position Purpose

To provide exceptional customer service to internal and external clients resulting in repeat and increased business for the department; this role is responsible for the day-to-day booking of events, related catering and other logistics. The role is responsible to liaise with all departments providing services to ensure seamless execution, exceeding customer expectations on the day of the event.

Primary Responsibilities

Event Logistics and Coordination

• Plan, coordinate and execute internal and external bookings, working with clients on events from idea to implementation.
• Work closely with clients for weddings and receptions including coordination of rehearsals and tours and wedding day events.
• Ongoing client relationship management with churches and regular customers.
• Coordinate booking of space and services (including setups, catering, A/V) as necessary, updating all details in the Event Management System.
• Work closely with the Facilities Team and meet regularly with other Campus & Conference Services team members to maintain open, clear communication to ensure successful events.
• Maintain First Aid/CPR certification; assist in emergencies (fire, first aid emergencies, etc.).

Administration

• Manage customer invoicing  and month-end reporting.
• Follow up with customers, when necessary, to ensure timely payments.
• Process day-to-day activities of the Campus & Conference Services Office including but not limited to student room bookings, helpdesk requests, meal cards, and other record keeping in the Event Management Software.
• Monitor and respond to all online requests in a timely manner.
• Convey Tyndale’s policies and procedures to clients as necessary and ensure customer compliance.
• Maintain Campus & Conference Services webpages as necessary.
• Maintain and track approved residence applications (including summer rentals)
• Work closely with Student Life regarding requirements for residence including preparation of key packages, room preparation, and end of semester inspections.
• Assist, when required, with basic training on Event Management Software for new employees.
• Assist with Academic Import and resolving all academic booking conflicts.
• Assist in the development of policies and procedures, as needed.
• Assist with the development of the department budget, as necessary.
• Attend regular department meetings.

Food Services Coordination

• Participate in weekly Banquet Event Order meetings.
• Assist with the development and distribution of catering menus. Ensure food service “Hours of Operation” are communicated as necessary.
• Coordinate with and assist food service team at functions, ensuring orders are fulfilled as ordered and on time.

Mailroom, Office Supplies and Custodial Services Coordination

• Work closely with Reception regarding guest room bookings and readiness of rooms prior to rental.
• Act as liaison for custodial contractors ensuring service expectations are met; provide ongoing communication with custodial contractors regarding cleaning needs related to general building cleaning, annual residence deep clean, steam cleaning and waxing.
• Receive, sort, and deliver incoming campus mail and parcels; process all outgoing mail and parcels.
• Process postage invoicing and submit month-end department billing.
• Monitor inventory of office and supplies, ordering and replenishing as necessary.
• Place specialty office supply orders, receive and ensure distribution to the appropriate University department.

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.

Position Qualifications

Education

Undergraduate university degree or equivalent (i.e. BA, BSc, BComm, etc.)

Experience

4 to 5 years related experience

Skills and Abilities

• Able to multi-task, prioritize, and work efficiently in a fast-paced environment
• Able to work independently as well as part of a team
• Proficiency in use of internet/search engines, computer programs/applications (i.e. Microsoft Word, Excel, PowerPoint)
• Strong inter-personal and customer service skills with the ability to be a persuasive, professional advocate for the organization
• Strong organizational and administrative skills, with attention to detail and accuracy

Personal Chacteristics

• Committed to confidentiality
• Committed to quality, accountability and integrity
• Committed to Tyndale's mission, values, statement of faith and community standards statements
• Confident and result oriented
• Energetic, enthusiastic
• Intuitive; responsive to client needs
• Professional and tactful

Physical and Mental Demands

• Light physical effort (ability to lift up to 20lbs or equivalent)
• May encounter challenging people from time to time. Important to maintain a calm and professional demeanor; listening to the customer's needs
• Moderate to high level of stress that may result from dealing with emergencies, personnel issues, negotiating and liaising with multiple deadlines and demands
• Sitting and using office equipment for long periods of time
• Work outside of regular business hours

Salary Range

$35,412 to $42,000

How to Apply

External candidates can apply for the position at the External Career Center. While we thank all those interested, only those selected for an interview will be contacted.

Internal candidates can apply on ADP Workforce Now through the Career Centre. The Career Center can be accessed through the path Myself > Talent > Career Center.