Coordinator, Conferences & Rentals
Location: Appleby College, Oakville, ON
Position Type: Full-Time
Salary Range: $65,000 - $73,000
COME JOIN OUR TEAM:
Appleby College is seeking a client-focused and highly organized coordinator to support our conferences, facility rentals, events, and weddings. In this role, you will deliver exceptional service to every group that visits our campus, while helping grow Appleby's reputation as a premier destination for conferences, rentals, and special events.
HOW YOU WILL THRIVE:
Whether you are leading a campus tour for a prospective client or finding a creative solution to a scheduling challenge, your work will shape every guest's experience at Appleby and contribute directly to the growth of our rentals and conference business.
As a key connection between clients and our campus partners, you will collaborate with Ancillary Activities, Facilities, Security, IT, and food services to ensure every booking runs smoothly, professionally, and to the highest standard.
HOW YOU WILL SUCCEED:
Provide outstanding client service for facility rentals, events, conference groups, and weddings
Prepare client documentation, including quotes, contracts, insurance, payment schedules, and invoices, and follow up on collections
Promote Appleby's facilities and services through client communications, online platforms, meetings, and campus tours
Develop strategies to strengthen the promotion of our facilities, conference groups, and events
Optimize rental revenue through creative scheduling, proactive problem solving, and timely payment collection
Maintain accurate booking schedules, identify and resolve scheduling conflicts, and share reports with relevant departments
Coordinate operational support with campus partners, including food services, Security, Facilities, and IT
Manage on-campus accommodations for conference groups and confirm rooming plans with all Ancillary Activities program areas
Manage the CatchCorner rental platform and support updates to the CampBrain registration system
Produce weekly registration and revenue reports for analysis and comparison
Propose annual pricing adjustments based on competitive analysis, in consultation with the Assistant Director, Ancillary Academic Programs
Keep the Rentals and Conferences pages of the Appleby website current, and support marketing initiatives and customer email communications
Maintain central client files and post-event documentation to support repeat and future bookings
Manage access fobs and keys for summer programs and rental groups, serving as the main and emergency contact when required
Act as liaison for Birch Hill rental clients and support new venture and expansion projects as needed
WHAT YOU BRING:
University-level post-secondary education
Previous administrative experience, ideally in client service, events, conferences, or hospitality
Exceptional organizational skills and attention to detail, with the ability to manage multiple bookings at once
Strong communication and relationship-building skills, with the confidence to address client issues professionally
Solid knowledge of Microsoft Word, Excel, Outlook, and PowerPoint; experience with EventPro, SharePoint, Finaliste, or CampBrain is an asset
The ability to speak additional languages beyond English is considered an asset
Flexibility to work occasional evenings and weekends, with on-site presence during summer and March break
HOW YOU WILL BENEFIT:
Competitive salary based on experience
Comprehensive group benefits including health,
dental, vision coverage and health spending account
Outstanding vacation package
Eligibility to participate in RRSP with matching program
Career development opportunities to grow your skills and expertise
Access Appleby's top-notch campus facilities to include fitness centre, dining hall and beautiful grounds
WHO ARE WE:
Appleby College was founded in 1911 and is internationally recognized as one of the world's leading independent schools. With 800 students from over 50 countries enrolled in Grades 7–12, Appleby offers an education that excites and challenges every student. Our curriculum combines rigorous academics with dynamic arts, athletics, community service, and boarding life programming, allowing students to discover and embrace their passions both inside and outside the classroom.
Hallmarks of the Appleby experience include our emphasis on global learning and cultural understanding with participation in a global learning experience.
Appleby's Mission is to educate and enable its students to become leaders of character, major contributors to, and valued representatives of their local, national and international communities.
We work to embed diversity, equity, inclusion, and belonging principles and practices as an integral and foundational part of Appleby's culture and are committed to building a team that represents a variety of backgrounds, perspectives, and skills making us better together .
DO YOU NEED ACCOMMODATION:
Appleby College is committed to fostering an inclusive, equitable and accessible environment where everyone feels valued, respected, and supported. Accommodations are available for applicants with disabilities throughout the recruitment process. If contacted for an employment opportunity, please advise Human Resources if you require an accommodation.
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📌 Coordinator, Conferences & Rentals (Ontario)
🏢 CAIS
📍 Ontario