BCIT’s Corporate Services department is seeking a regular, full-time (1.0 FTE) Campus & Sales Coordinator. This position is responsible for the coordination and management of all BCIT external meetings, events and conferences at the Burnaby, ATC and DTC campuses. Coordination encompasses all event-related functions such as catering, set-up, audio-visual, signage, special technology, facilities management services, special custodial services, budget, security, rentals and other services. This position consults with clients to establish meeting and event objectives, and manages client relations and development. In conjunction with the Manager, Revenue & Operations, the incumbent also implements business improvements through developing and establishing guidelines and procedures for event planning and delivery and is responsible for the coordination and room scheduling of all downtown course offerings, short term rentals and commercial leases.

Duties & Responsibilities

DUTIES AND RESPONSIBILITIES:

Event Coordination:

- Assists in the leadership and execution of all Institute external meetings, events and conferences and ensures they are of a high calibre, serving to positively reinforce the Institute’s brand.
- Works with room scheduling departments at applicable campuses to ensure optimal use of space, and generate as much revenue as possible.
- Creates detailed proposals, action lists, supplier details, legal obligations, staffing, and budgets and updates/maintains critical paths.
- Drafts and prepares correspondence and event itineraries as required.
- Collects information relating to upcoming functions and coordinates departmental activities and suppliers to ensure that all services are available in order to fulfill client requirements.
- Liaises with internal room scheduling, timetabling, the Student Association and the executive floor reception to secure space for meetings and events at the Burnaby campus.
- Arranges and executes set-up for audio visual, security, signage, photography, catering, bar services and liquor licenses, and décor for all events.
- Arranges for site tours, film and television site services, and promotional booths for non-profit organizations.
- Oversees and coordinates the physical set-up and tear down of the conference areas and rooms ensuring Institute standards of cleanliness and attractiveness are maintained and that client expectations are met.
- Provides functional direction to catering, audio visual and other service support staff in relation to specific client requirements for events and conferences and provides feedback on service levels and customer satisfaction.
- Prospects and initiates new client contacts and sales leads for event related business by attending industry related functions and events.

Marketing:

- Assists the department in achieving annual revenue targets as established in the operations plan.
- Maximizes referral business by effectively and regularly communicating with existing clientele, as well as Institute stakeholders, who may be identified as being in a position to provide additional leads and references.
- Maintains awareness of promotional and marketing efforts of competitors. May suggest adjusting procedures, policies and budgetary allocations to maintain the competitive edge based market trends.
- Participates in professional organizations and keeps current in the field. This may include attending meetings, conferences and functions that may be outside of the normal working hours.
Consults with strategist to maintain, update and enhance website.

Financial:

- Liaises with the Finance department on receivables, processes client deposits and maintains detailed files and records of events and financial transactions.
- Directly involved in collection of outstanding invoice revenue by reviewing aged reports and direct contact with clients.
- Coordinates financial activities related to property leases.
- Reconciles BCIT Purchase Card statement as set by Institute policy.




- Processes budget transfers and cross-charges.
- Creates and maintains computerized and automated administrative resource material such as statistical information, operational guides, databases and directories, including file management.
- Maintains general contracts, document and records for Corporate Services, as required.
- Undertakes special projects as requested by Manager, Operations & Revenue, including the collection, collation and reporting of various external event planning, marketing and financial information.
- Performs data entry in Contract Analyst (or other designated systems) as required.
Coordinates with Facilities, Security, Finance, (and other Institute departments as required), contractors and external suppliers to ensure all costs are tracked and allocated as required.

Administration:

- Oversees the development and maintenance of a departmental database for conference and special events activities; enters meetings and events information into a customized database and produces all event documentation; updates documents as necessary and ensures information is accurate.
- Sends weekly emails of event listings to ensure all campus departments are informed of all external meetings taking place on campus.
- In conjunction with the Manager, Revenue & Operations, develops and improves upon procedures, processes, guidelines and reference documents related to external events.
- Maintains an event coordination training manual and trains other employees as requested by the Manager and keeps an updated training manual.
Works closely with, and provides coverage as necessary for the Internal Room Coordinator at the DTC.

Room Scheduling at the DTC:

- Creates and distributes course (weekly, term) and event (weekly) reports to all DTC, building maintenance and security staff by downloading from the Banner system into a specialized Access based database.
- Coordinates the acquisition of course and program information from academic coordinators, program assistants and program heads, when required.
- Monitors enrolments in order to determine allocation of classrooms and computer labs.
- Reviews, prioritizes and schedules all courses offerings maximizing classroom/computer lab utilization using Banner and Access based databases.
- Maintains all course information, records, and relevant correspondence.
- Processes DTC course changes effectively and efficiently, and communicates these updates to relevant departments in a timely manner.
- Orders catering for courses, events, information sessions, and term start-up including reconciling and preparing invoices for billing.
- Coordinates with Audio Visual and Instructor Centre staff regarding late room changes, special room set ups and additional room requests from instructors/students.
- Produces course-related reports as requested using Cognos Web reporting.
- Coordinates external exam invigilation including bookings, maintaining a multi-user spreadsheet, and scheduling staff invigilators.

Miscellaneous:

- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes other duties as assigned, consistent with the job grade of this position.

Qualifications

QUALIFICATIONS:

Definition: The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

Education:





- Grade 12 plus additional specialized training of up to 1 year’s duration in Business Administration/Management or Special Events Management, or BCIT Certificate program.

Experience:

- Requires two years’ general event experience plus up to two years practical current experience in this and related jobs inside or outside BCIT.

Software/Computer Application(s) and Expertise:

- Demonstrated intermediate to advanced proficiency in computing and internet applications including all modules of MS Office.

Communication/Interpersonal Skills:

- Excellent communication skills (both written and oral) and demonstrated ability to communicate effectively at all levels both internally and externally. Demonstrated ability to work both independently and as a team member.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):

- Must have excellent organizational skills including solid planning, coordination and follow-up skills. Proven ability to work within a fast paced environment with changing priorities and still meet deadlines. Must be extremely detail orientated and have the ability to problem solve and multi-task.

Other Skills/Abilities:

- Ability to work flexible hours including evening and weekends when required.

Additional Information

Benefits – Why you’d love working with us

- Competitive pay
- Minimum of fifteen days of vacation prorated per year
- Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
- Defined benefit pension plan with employer contributions
- Adaptable hybrid work arrangements available
- Professional Development funds and resources
- Access to most BCIT Flexible Learning courses free of charge
- Wellness and Employee Assistance programs
- Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
- Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part time. For more information on our generous benefits, click here!

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

Salary Range

Salary Grade 7: $59,214 - $64,490 per annum.

Additional Salary Information

External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.

Position Details

Posting Category

Administration

Department 2

Downtown Campus

Campus Location

Downtown campus

Bargaining Unit

BCGEU Support Staff

Job Status

Regular

Full-Time/Part-Time

Full-Time

Number of Vacancies

1

Anticipated Start Date

09/07/2026

Anticipated End Date

Competition Information

Competition Number

26B035

Competition Open Date

08/08/2026

Competition Close Date

08/17/2026

Open Until Filled?

No

📌 Campus & Sales Coordinator (Canada)
🏢 British Columbia Institute of Technology (BCIT)
📍 Canada