Coordinator, Conferences & Rentals

Location: Appleby College, Oakville, ON

Position Type: Full-Time

Salary Range: $65,000 - $73,000

Appleby College is seeking a client-focused and highly organized coordinator to support our conferences, facility rentals, events, and weddings. In this role, you will deliver exceptional service to every group that visits our campus, while helping grow Appleby's reputation as a premier destination for conferences, rentals, and special events.

Whether you are leading a campus tour for a prospective client or finding a creative solution to a scheduling challenge, your work will shape every guest's experience at Appleby and contribute directly to the growth of our rentals and conference business.

As a key connection between clients and our campus partners, you will collaborate with Ancillary Activities, Facilities, Security, IT, and food services to ensure every booking runs smoothly, professionally, and to the highest standard.

• Provide outstanding client service for facility rentals, events, conference groups, and weddings
• Prepare client documentation, including quotes, contracts, insurance, payment schedules, and invoices, and follow up on collections
• Promote Appleby's facilities and services through client communications, online platforms, meetings, and campus tours
• Develop strategies to strengthen the promotion of our facilities, conference groups, and events
• Optimize rental revenue through creative scheduling, proactive problem solving, and timely payment collection
• Maintain accurate booking schedules, identify and resolve scheduling conflicts, and share reports with relevant departments
• Coordinate operational support with campus partners, including food services, Security, Facilities, and IT
• Manage on-campus accommodations for conference groups and confirm rooming plans with all Ancillary Activities program areas
• Manage the Catch Corner rental platform and support updates to the Camp Brain registration system
• Produce weekly registration and revenue reports for analysis and comparison
• Propose annual pricing adjustments based on competitive analysis, in consultation with the Assistant Director, Ancillary Academic Programs
• Keep the Rentals and Conferences pages of the Appleby website current, and support marketing initiatives and customer email communications
• Maintain central client files and post-event documentation to support repeat and future bookings
• Manage access fobs and keys for summer programs and rental groups, serving as the main and emergency contact when required
• Act as liaison for Birch Hill rental clients and support new venture and expansion projects as needed

• University-level post-secondary education
• Previous administrative experience, ideally in client service, events, conferences, or hospitality
• Exceptional organizational skills and attention to detail, with the ability to manage multiple bookings at once
• Strong communication and relationship-building skills, with the confidence to address client issues professionally
• Solid knowledge of Microsoft Word, Excel, Outlook, and PowerPoint; experience with Event Pro, SharePoint, Finaliste, or Camp Brain is an asset
• The ability to speak additional languages beyond English is considered an asset
• Flexibility to work occasional evenings and weekends, with on-site presence during summer and March break

• Competitive salary based on experience
• Comprehensive group benefits including health, dental, vision coverage and health spending account
• Outstanding vacation package
• Eligibility to participate in RRSP with matching program
• Professional development opportunities to grow your skills and expertise
• Access Appleby's top-notch campus…