Reporting to the Manager, Sales & Marketing (Housing & Ancillary Services), the Coordinator is responsible for supporting the development and implementation of sales and marketing initiatives and materials for areas within the portfolio.  The incumbent works in close contact with the Event Coordinators (Event Services) and Program Coordinators (ESU) and the University food services contractors to ensure cohesive service. The Coordinator works with internal and external clients to support and/or develop sales, event, and program proposals, with a goal to progressively increase annual revenue while adhering to established profit margins.

The schedule of this position requires the incumbent to work evenings and weekends

KEY RESPONSIBILITIES: 

• Responsible for developing comprehensive sales proposals and contracts to secure new conference and seasonal/summer accommodation business, analyzing the services and the potential margins to ensure appropriate financial return to the University
• Generating contracts for new business, both internal and external, and of various sizes from small receptions to large multi-day conferences. Proposals are generated in the EBMS software system, which is event management specific, and requires training and/or knowledge of the coordinator. Maintaining and following PCI compliance standards with payments received
• Follow up on all sales opportunities primarily on campus, as well as with external clients. Correspond with clients through email and phone as well as client meetings and site visits at event locations Provide proposals-contracting as required. Allocate appropriate business to respective coordinators within Event Services
• Compose sales proposals including creating and editing in EBMS, ensuring accuracy through understanding the business services offered, alternative options and best practices.
• Develop and produce advanced monthly sales reports for current and future sales activity
• Establish and maintain comprehensive client sales files, including all written communication, telephone contacts, committee work, attendance, in-town and out of town trade shows, and personal meetings
• Create marketing materials including print and digital formats such as posters, post cards, website banners, invitations, information packages and graphics in various software and online programs. Ensure consistency with Queen’s branding specifications
• Develop and maintain relationships with departments and Faculties for meetings, conferences, summer accommodations, campus partnerships and academic programs (ESU)
• Provide support to the coordination of daily activities; perform event management and interaction with services providers as required, in consultation with Event Coordinators. Communicate with internal departments as well as external vendors to coordinate audio visual, furniture rentals, décor, florists and accessibility equipment; track communications and arrangements in event management system for booking confirmations, payments and invoicing status
• Assist in developing sales and marketing plans/retreats and strategies for new business generation. Encourage and actively seek out ideas from a diverse range of sources and stakeholders
• Assist with development of content for department newsletters, social media, website, EBMS (Event booking system) programming and workshops as required. Ensure content appropriately represents the Queen’s brand, is error-free and content is accurately linked. Maintain knowledge of current trends, goals and algorithms to maximize social media impact
• Manage the Queen’s Event Services web page through the Web Publish domain, maintain website information and content, and ensure compliance with Queen’s visual identity standards and AODA requirements
• Assist in securing new wedding bookings including conducting site tours, coordinating contracts, payment schedule notifications, menu tastings and correspondence. Assist with event scripting of all details, suppliers and logistics planning
• Participate in related field associations/organizations committees; attend trades shows and sales visits as required
• Contribute to the development and maintenance of the cost matrix in order to assist with the ongoing budget/planning processes
• Support fair treatment and opportunity for all. Demonstrate commitment to diversity and equity
• Undertake other sales duties in support of the department as assigned
• Provides work direction, and technical/functional guidance to staff. Schedules and assigns work, and oversees its completion.  Coordinates and monitors work flow
• Schedules and approves, or recommends the approval of, employees’ hours of work, overtime and absences. Monitors and oversees employee attendance
• Participates in screening and interviewing job candidates, and providing input into staff selection
• Reviews assignments and provides feedback on work to employees. Provides input on work performance to management staff
• Provides orientation and on-the-job training to employees in the unit. Provides coaching and feedback on work quality issues, providing related day-to-day supervision.  Escalates unresolved performance and/or disciplinary matters to management
• Serve as back-up to the Manager, as needed