Booking Coordinator, Conference Services; Term

Date Posted: 11/19/2025
Req : 46113
Faculty/Division: Operations and Real Estate Partnerships
Department: Campus Events
Campus: St. George (Downtown Toronto)
Position Number:
Existing Vacancy: Yes

Description:

About us:

Campus Events provides leadership, direction, expertise and advice in event production to the University community and external stakeholders, with emphasis on high standards for customer service, attention to detail and quality. Campus Events manages and facilitates a broad portfolio of activities including 25,000+ space booking annually including all internal, Recognized Student Groups and external requests for all spaces in the central room inventory across the St.

George Campus. Campus Events also offers a concierge service to support high production virtual and hybrid events. With a population on the St George campus of approximately 80,000 people engaged in a variety of diverse activities, Campus Events provides a focal point to assess and ensure a variety of high profile and other events can be successfully executed while ensuring that the activities related to the purpose of the University - namely academic instruction and research - can proceed withoutdisruption.


Your opportunity:

Reporting to the Manager, Campus Events, the Booking Coordinator, Conference Services is an integral member of the Campus Events unit. The role supports a portfolio of diverse event and conference spaces across the University. The demand for Campus Events’ services is extremely high, so while the position is fast paced, there is strong support from a highly collaborative and dynamic team.

The incumbent in this roleis responsible for managing day-to-day logistics, liaising with clients, coordinating vendors and services, and ensuring a seamless experience for guests and conference participants. The coordinator plays a key role in upholding service standards and representing the University’s values in all interactions.


Your responsibilities will include:

• Coordinating the delivery of conference and event services at U of T conference venues, including room bookings and audio visual
• Serving as the primary point of contact for clients, providing timely and professional support throughout the event lifecycle
• Working collaboratively with internal departments and external vendors in a timely manner to ensure smooth operations
• Assisting in the development of event proposals, event quotes, and contracts, ensuring they are consistent with University standards and guidelines
• Overseeing the implementation of venue setup, event execution, and tear down to ensure high standards of service and client satisfaction
• Maintaining accurate records and post-event reports
• Supporting the team with day-to-day event and meeting room duties

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three years of experience in a hospitality, hotel, or convention centre environment, with direct involvement in event coordination or guest services
• Experience serving as the first point of contact in a large and diverse environment responding to inquiries
• Experience with room booking software, i.e. EMS etc.
• Experience reviewing and processing room and space requests for eventand conference bookings
• Experience identifying and recommending space, furniture and equipment needs for bookings
• Experience with developing quotes as well as processing and issuing invoices
• Knowledge of basic audio-visual terminology for events and experience recommending appropriate services and/or equipment to clients
• Proficiency in the Microsoft Office suite as well as ability to adapt to and learn new technologies
• Exceptional interpersonal and communication (written and verbal) skills, with a professional, client-first approach
• Strong critical thinking and judgement skills in addressing a wide range of operational needs and client interactions
• Strong organizational and time management skills with the demonstrated ability to manage multiple projects simultaneously
• Strong team player who values collaboration
• Availability to work evenings and weekends as required by event schedules

Assets (Nonessential):

• Proven ability to organize and…