Accommodations Coordinator

Closing Date: September 5 2025 at 4:00 PM

ANCILLARY SERVICES

Ancillary Services is a multifaceted department that supports campus life through the management of Residence Conference Services AROW the Campus Bookstore the Student Union Building (SUB) and Print Services. Residence a division within Ancillary Services is comprised of three sub-departments: Residence Administration Fredericton Facilities Operations and Facilities and Operations in Saint John.

WHAT WE OFFER

Full-time 2-Year Term Fredericton On-Campus

Standard Work Hours: Mon - Fri 8:15 am - 4:30 pm 36.25 hours per week

Additional Working Conditions:

• Reports to Residence (Feb-Sept) and Conference Services (Oct-Jan).
• Frequent evening and weekend work to meet client needs.
• Shares 24/7 on-call responsibilities from April-August.
• Expect long hours mid-April to mid-August.
• No extended vacation approved between April-August.

Salary Range: $44982 - $56255 per annum

YOUR FOCUS

Reporting to the Manager Conference Services & the Manager Residence Administration the Accommodations Coordinator supports both Residence and Conference Services overseeing smooth operations quality service and business growth for the Accommodations unit.

• Promote and deliver high-quality service to current and prospective clients.
• Serve as primary contact for over 20 accommodation groups annually ranging from 20 to 700 attendees.
• Work with clients to confirm room blocks schedule venues arrange media services set up parking and manage all event logistics.
• Maintain regular open communication with service providers partners and the Conference Services team to ensure seamless one-stop-shop service.
• Troubleshoot client and guest issues escalating complex concerns as needed.
• Manage front-desk operations including guest reservations check-ins check-outs and general inquiries using Kx software cash handling procedures and service standards.
• Coordinate summer transition periods including student move-ins/outs check-in/check-out processes and policy enforcement.
• Provide practical solutions to day-to-day challenges while aligning with business objectives and the collegiate conference industry.
• Participate in on-call rotation after hours and on weekends during summer months to support the 24-hour accommodations business.
• Oversee online booking agencies by managing inventory updating listings and reconciling reservations.
• Manage residence inventory to maximize utilization while meeting guest needs and special requests.
• Maintain the summer conference schedule and update the team regularly delegating client files during peak periods.
• Contribute to the growth of Conference Services by developing summer programs.
• Recruit train and manage the summer residence student team including cleaners monitors and front desk staff.
• Develop and implement sales and marketing plans for new programs in alignment with broader initiatives.
• Build and maintain positive relationships with clients and on-campus service providers.
• Manage the summer residence program including marketing applications room assignments and transitions.
• Assist with Conference Services and on-site event support during peak periods (October to February).
• Create registration and event websites for Conference Services events.
• Support the development of proposals and bids for events requiring both accommodations and conference/event management.
• Provide coverage for Conference Services team members during absences and peak workloads.
• Contribute actively to team meetings brainstorming sessions problem-solving efforts and client service initiatives.
• Foster a culture of teamwork and excellence in client service.
• Complete administrative tasks such as invoicing hiring and reporting.
• Create reporting systems for all business units including KPI tracking service quality indexes occupancy reports revenue reports and annual summaries.
• Manage data collection processes to ensure accurate and relevant reporting.
• Create and administer client satisfaction surveys across all business units.

WHAT YOU BRING

• Undergraduate degree in arts business administration or hospitality & tourism
• 1-3 years experience in customer service.
• 1-3 years experience in the hospitality industry.
• An equivalent combination of education and experience may be considered.

Additional Strengths:

• Experience in a university environment considered an asset.
• Experience working at UNB and a knowledge of the residence community is a strong asset.
• Exceptional verbal and written communication skills.
• Strong client-service orientation.
• Proven supervisory abilities.
• Skilled at engaging with diverse clients in large group settings.
• Strategic thinker with the ability to assess risks identify opportunities and provide sound decision-ready advice.
• Strong planning and organizational skills with experience setting and achieving operational goals and priorities.
• Proficient in learning and working with a variety of software including Infosilem Kx Datatel Microsoft Office and related programs.