Events & Conference Services Coordinator
Remote / Online - Candidates ideally in
Halifax, Nova Scotia, Canada
Listing for:
Dalhousie University
Full Time, Remote/Work from Home
position
Listed on 2026-02-25
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator
Job Description & How to Apply Below
Job Summary Housing and Campus Connections of Dalhousie University consists of;
Residence Operations, Property Management for College Street, Henry Street and Peter Green Hall properties, Conference Services, Off Campus Housing, University Food Services, Dal Card Business Operations and UPass, and other ancillary activities. Reporting to the Director, Events and Conference Services, the Event and Conference Services Coordinators play an essential role in supporting the planning, coordination, and delivery of conference and accommodation operations within the Event and Conference Services unit for Housing and Campus Connections, acting as a key liaison between internal departments, external clients, and vendors while ensuring service excellence and compliance with university standards.
Key Responsibilities
Manage portfolio of clients including end‑to‑end complex booking and event management, ensuring policy and health and safety compliance, and optimized space utilization.
Review and approve event and accommodation packages, contracts, and service agreements.Coordinate logistics for events and accommodations, including catering, AV, accessibility, and residence operations. Provide onsite support for high‑profile functions and resolve escalated issues. Support continuous improvement through evaluations and stakeholder communication.Handle high‑volume inquiries and complaints in person, and via e-mail and external booking platforms, managing client expectations while ensuring satisfaction.
Communicate event timelines and deliverables to clients and stakeholders; ensure all changes are documented and approved.Build and maintain online registration systems for summer residence students; monitor registration levels and revenue intake. Maintain accurate inventory on external booking platforms (BnB, Expedia, and update availability.Manage all aspects of the university’s non-academic internal room booking system to ensure bookings are processed in a timely manner. Monitor booking calendars to prevent conflicts and optimize space utilization. Provide onsite support for high-profile events.Manage financial processes such as deposits, payments, reconciliations, refunds, and budget summaries, ensuring accuracy across internal and external platforms.
Monitor accounts receivable and follow up on outstanding balances promptly. Resolve discrepancies with clients and suppliers.Note
This position requires the incumbent to work overtime and provide rotating on-call support as part of an on-call team for urgent client and facility issues during the conference season (April to August inclusive). This includes carrying an on-call cell phone and answering calls from the clients and the respective suppliers to manage the contract effectively. It also includes at times coming on site to resolve issues.
Compensation and scheduling will be in accordance with the collective agreement.
The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines.
Required Qualifications
Business/Administrative Professional diploma plus three to five years’ experience in administrative roles, preferably in in event coordination or housing operations (or equivalent combination of training and experience).Experience in financial reconciliation and reporting processes.Demonstrated exceptional communication (verbal and written), negotiation and client service skills including experience serving a wide range of clients.Proven high attention to detail with strong problem solving and organizational skills all while managing multiple priorities in a high-volume environment under tight deadlines.Advanced proficiency in Microsoft Office Suite.Assets
Experience with KX and/or Banner.Knowledge of residence operations, campus facilities, or university event workflows.Experience supporting multiple shared inboxes or client‑service channels.Experience preparing reports, rooming lists, or operational documentation.Job Competencies
The successful candidate is expected to demonstrate proficiency in…
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