Job ID

78102

Job Title

Coordinator, Client Success (Events and Reservations)

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/08/19

Job Type

Limited Term (>12 months)

Close Date

2026/09/01

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Conference Services Central Ad

Full/Part Time

Full-Time

Salary Grade/Band

Grade 8

Salary Range

$31.91 - $44.92 (hourly)

Job Code

JD1504

Existing Vacancy

Yes - Backfilling as Existing

Contract Duration

24.4 Months

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

Monday - Friday from 8:30am - 4:30pm

(35 Hours per week)

Education Level

Bachelor's degree in relevant field

Career Level

More than 4 years of relevant experience

#

JD1504

The anticipated start date of this position is September 1, 2026 . This job is in the Unifor Local 5555 Unit 1 Bargaining Unit. This is currently a contract job opportunity for 2 years ending in September 2028..

Housing and Conference Services (HCS) directly supports the University’s Mission & Vision of Impact, Ambition and Transformation through Excellence, Inclusion and Community: Advancing Human and Societal Health and Well-being. We currently provide a distinctive living and learning experience for 3900 students focused on key educational priorities including self-discovery and learning; sustainability and wellness and inclusive excellence.

HCS concurrently drives a positive McMaster experience for guests, alumni, staff, faculty and students by providing accommodation and event coordination, which meet the highest standards of service excellence. HCS is a proud and significant ancillary contributor to the financial health of the University, and the core academic and research mission of McMaster.

HCS is currently in a time of significant expansion as capacity is expanding by 54% over the next 5 years, moving from 3900 to 6000 bed spaces across 15 buildings. This expansion will diversify the housing operation dramatically, from a traditional focus on the housing needs of first year undergraduate students, to the introduction of graduate, and family housing, in addition to a constantly diversifying internal and external client base.

The annual budget for HCS is currently (pre-expansion) approximately $31 million and we employ 100+ full time and 250 part-time staff. HCS reports directly to the divisions of Student Affairs, as well as Operations & Finance.

Job Summary:

The Coordinator, Client Success (Events and Reservations) ensures operational efficiency in the end to end booking processes for event space and hotel style guestroom reservations. Optimizing occupancy and ensuring service excellence for internal and external stakeholders through events planning and delivery, online registration, payment platforms, and seasonal conference execution are key areas of responsibility in supporting the Business Development team in Conference & Event Services.

Duties and Responsibilities:

- Create and adjust the accommodation reservations and occupancy in relation to; Hotel McMaster, Signature Suites, summer group blocks & rooming lists, Student Summer Accommodation (SSA), Online Travel Agencies (OTA), in a timely and efficient manner.




- Receive and process reservation requests via phone, email, and online booking platforms.
- Maintain an organized reservation system, ensuring accuracy and timeliness.
- Assign tables, sections, or event spaces based on availability and customer preferences.
- Confirm reservations and communicate special requests or requirements to the appropriate teams.
- Process deposits, payments, internal journal entries, and expenses with HCS Finance.
- Responsible for the end-to-end planning, logistics and execution of conferences, events, and experiences.
- Respond promptly to inquiries with a thorough and professional understanding of CES services, pricing, policies, and procedures.
- Promote the use of university facilities and supports by providing venue recommendations, set-up and rentals based on client needs and budget.
- Prepare and maintain Client Accounts, Quotes, Work Orders, Action Memo, and Invoices..
- Prepares a briefing report after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
- Monitors and reconciles event costs and verifies accuracy of all expenses incurred.
- Compiles and prepares information to be used for the annual event planning schedule.
- Create, confirm, and adjust client reservations such as classroom, AV, rentals, accommodation etc.
- Determine and coordinate additional resources, vendors, Service Orders, required for the event. Liaise with internal operating partners & contracted suppliers on pricing and services agreement, ensuring a high standard of guest service is achieved.
- Oversee event production, ensuring that venues are booked, audio visual, food and beverage, accommodation, parking, 3rd party supplier rentals are professionally set up to the client’s agreed upon contract and CES quality standards and procedures.
- Calmly, problem solve issues that arise through standard procedures and/ or creative approaches where appropriate.
- Provide excellent customer service by addressing inquiries, resolving issues, and accommodating special requests.
- Negotiate pricing using an equitable sliding scale volume approach.
- Writes and disseminates announcements and promotional information through website and emails.
- Post event, distribute evaluation surveys to event planners for feedback to assess and enhance future CES events and activities.
- Compile and prepare information for the CES annual event planning schedule.
- Regularly share feedback, recommendations, enhancements, and innovative ideas with supervisor and team
- Support CES team projects and initiatives by remaining current and up to date on ongoing events and conferences.
- Train & supervise 1-2 Guest Experience Assistant (GEA) student staff for workload support and student growth and development opportunity.
- Order and maintain inventory of materials and supplies.

Requirements:

- Education :



Bachelor’s degree in a relevant field of study
- Experience : More than 4 years of relevant experience

Supervision: Has ongoing responsibility for supervising 1-9 casual employees (at any one time).

How To Apply To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at (phone hidden) ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679

to communicate accommodation needs. Hybrid Work Language To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews.

If you have any questions as you move through the hiring process, please reach out to [email protected] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.

📌 Coordinator, Client Success (Events and Reservations) (Canada)
🏢 McMaster University
📍 Canada