The Manager, Sales and Events - of, Cecil Green Park House works with the Alumni Facilities team and is the primary point of contact for the sales and coordination for all events and programming within in the venue.
Cecil Green Park House hosts approximately 200 events annually. It is a signature wedding venue in the local Vancouver market, a sought-
after film location and an important venue for events held for and within the UBC community. Organizational Status
Reports directly to the Operations Manager, Alumni Facilities. Works closely with the the Alumni Facilities sales and operations team.
Manages all aspects of client relationships with Cecil Green Park House which include alumni, the general public, corporations and representatives from the film industry.
Primary relationship manager for alumni UBC and Scholars Catering. Interaction with UBC Building Operations required. Work Performed
Main point of contact for potential and confirmed Cecil Green Park clients; evaluating client needs, providing campus information and recommending appropriate mix of facilities and services via site tours, emails and phone calls;
Develop detailed sales proposals and RFP responses, based off clients needs and facilities offerings.
Respond to all sales inquiries in a timely and efficient manner, set up on site sales tours and follow up with all clients in regards to next steps.
Prepare and manage all booking contracts for the house. Manage all administrative policies and procedures related to the rental of Cecil Green Park House.
Make decisions regarding all film and event booking requests, analyze requests to see to ensure that the use does not compromise alumni UBC or UBC's community's activities, as well as the safety and security of the persons and facilities.
Responsible for implementing and meeting aggressive sales targets;
Create a strategic annual plan with an eye to increasing booking and engagement activity, setting targets within internal and external bookings, filming plan, and Cecil Green precinct strategy.
Works closely with Alumni Communications and Facilities Team to manage the development of all marketing materials for Cecil Green including website, video and photos, sales brochures, etc.
Work with industry influencers, publishers, and marketing agents to ensure that Cecil Green Park House is a leading brand in the local markets.
Responsible for tracking sales trends and customer feedback. Using this data to create and implement targeted changes to operations, sales and marketing when needed.
Resolve client concerns and disputes with bookings; liaise with third party vendors and Scholars catering to ensure that all disputes regarding services offered at the house have been addressed.
Plan, and oversee yearly operations budgets, to include all marketing and house maintenance spends. This can include large capital expense or maintenance projects that are specific to overseeing a heritage property.
Maintain a high-profile presence both on and off-campus for Cecil Green Park as a premier rental venue;
Where appropriate negotiate contracts and sponsorship agreements with vendors and suppliers; with an eye on creating revenue streams and ensuring that all vendors who work with Cecil Green Park House provide exception service to booked clients.
Create and oversea vendor protocols; to ensure that building rules, safety and neighborhood noise protocols are maintained and adhered to at all times.
Build and sustain informal partnerships with other businesses to enhance service and revenue potential of Cecil Green;
Represent the facility on joint venture projects to promote Cecil Green Park along with other campus units such as trade shows, open house events, and other marketing opportunities.
Prepare monthly, quarterly and annual statistical reports;
Maintain daily administrative system for accounting, confirmations, and cancellation of rental fees with financial manager / Scholars' Catering / proctors;
Works closely with Scholars Catering, the exclusive caterer for all events at the house to ensure that clear communication and organizational structures are maintained.
Act as a liaison when needed between booked clients and Scholars coordinators. Work with this team in a collaborative way to increase client engagement and event success.
Works with Campus Outdoor Event and Film office, Film Liaisons and Building Operations to ensure that all filming in the house follows campus and house rules;
with an eye to safety and comfort for onsite staff and ensuring that the heritage building remains in pristine condition.
Coordinate booking needs for internal partners including Faculty Women's Club, Alumni Relations Officers, and constituency-based alumni staff;
Provide holiday and other support coverage as needed at the Robert H. Lee Alumni Centre;
Works closely with facilities operations associate to ensure all maintenance projects remain on track and in budget. Aids the building operations for other levels of the facility including office space, in the basement 2nd and 3rd floor when appropriate.
Becomes the primary point of contact and project manager for any large capital expense projects to include major renovations or restorations.
This position requires some weekend and evening work weekly / monthly, in order to facilitate on site sales tours.
Other related duties as assigned. Supervision Received
Works under direction within established guidelines but is expected to resolve problems, demonstrate initiative and exercise strong judgment.
Work is evaluated against set performance expectations. Incumbent liaises with Alumni Facility Operations Manager for annual planning so as to develop an approved annual business and marketing plan integrated with that of Alumni UBC.
Participates in monthly reporting and team discussions with supervisor. On a daily basis, decisions made by the incumbent require a degree of autonomy and responsibility. Supervision Given
Two student event coordinators who will be the onsite liaison for weekend events throughout the year. One shared operations associate.
Consequence of Error / Judgement
Errors may impact on the effectiveness of the office, image, reputation and credibility of the Alumni Association and the University, and the financial resources of the Association.
The Manager, Sales and Events is expected to exercise judgment, diplomacy and tact in all interactions associated with the function of this position. Qualifications
Undergraduate degree in relevant discipline. Diploma in Hotel Management, Hospitality, Tourism, Event Management, preferred.
A minimum of 3 years of experience or the equivalent combination of education and experience. Prior experience in the planning and implementation of events, with experience in budget development and control strongly preferred.
Strong understanding of the wedding market an asset. Demonstrates initiative and a proactive approach. Highly organized with excellent communication and relationship management skills.
Excellent time management skills for follow-up, ability to handle several projects simultaneously, and meet timeline pressures.
Financial skills necessary to develop and manage budget. Attention to accuracy and details as well as dealing effectively with sensitive confidential matters.
Ability to communicate with partners and prospects with tact and diplomacy and in a highly professional manner. Effective interpersonal, verbal and written communications skills.
Ability to work independently and within a team environment without ongoing supervision. Sales-minded focus with proactive approach towards increasing revenue sources.
A willingness to be flexible with working hours, if necessary, to accommodate the schedules of potential clients. Intermediate computer skills with Windows, Office 2010, email and internet.
Ability to operate the normal range of office equipment.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.
We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and / or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.