TO APPLY

E-mail your resume and cover letter to humanresources@viconference.com. If you are applying for a specific job posting, please include the Title in the email subject line.

Administration Coordinator

JOB POSTING
.Job Title: Administration Coordinator
Rate of Pay: $21.45 / hour
Benefits: 10% in Lieu
Posting Date: April 25, 2022
Closing Date: When position is awarded.
Hours: 20hrs / week *

POSITION OVERVIEW:
This position is responsible for the VICC Guest Arrival Experience in the Administration Area, assisting the Sales and
Conference Services Departments where required, as well as the Administration Departments. Such duties will be
greeting and directing clients of the Conference Centre, overseeing their needs in business centre functions, handling
all internal and external calls to the main switch-board, including “one-stop shop” approach to the central booking
system, managing and booking the boardroom in the Administration Area, the Central Logging system for all interdepartmental communication, various administrative tasks for the Sales and Conference Services Departments, and
various data entry, reporting and administrative tasks as assigned and required.
EXPECTATION:
Reporting to the General Manager you will be a self-motivator with a strong background in multi-task oriented job
functions and will provide exemplary customer service at all times. You have a high professional standard and display
a manner of enthusiasm and confidence. As the Administration Coordinator you will greet clients and visitors with a
highly professional presence attending to their immediate needs, be current in Microsoft Office Applications, and
manage the day-to-day activities in the administration area.
DETAILED DESCRIPTION (Reception and Administration):
• Duties as assigned by the General Manager
• Provide exemplary customer service at all times
• Answer all internal or external phone calls in a pleasant and professional manner and according to the
conference center protocol
• To provide accurate information concerning all aspects of the facility concerning location, directions, amenities
and facilities
• Responsible for the efficient operation of the central switchboard
• Generate maintenance request forms and maintain a running log
• Follow up on all guest requests and relay any unusual delays or similar occurrences to the managers on duty
• Data entry and report generation
• Take minutes of various internal meetings
• Daily Log reports of all day previous activity
• Adhere to Company policies & procedures at all times
• Ensure adherence to company security procedures at all times
• Manage and book the administration boardroom to clients and internally
• Manage client needs for faxing, photocopying, internet services
• Maintain cleanliness and professional appearance of reception, administration and boardroom
DETAILED DESCRIPTION (Sales and Conference Services Liaison):
• Greet and assist clients and visitors in a courteous and professional manner
• Foster strong client relationships
• Ensure all conference and meeting room assignments are maintained and running smoothly
• Double check that all electronic function boards are accurate daily
• Data entry and posting of hard copy entrance function boards
• Maintain inventory of conference room supplies as needed with respect to ‘Business Kits’ and ‘Wedding Kits’
• Maintain Master Referral Lists for local hotels, restaurants, retail stores, attractions, entertainment, etc.
• Provide hands-on support for all Conference Center needs including technology, maintenance, events, and
ad hoc requests, coordinating with others and departments to promote seamless service.
• New business inquiries to include data entry, understanding market segmentation to assign clients to
appropriate sales and event personnel
• Anticipate future needs and proactively pursue client service enhancements
• Reporting and other duty assignments from General Manager
QUALIFICATIONS:
To perform this job successfully, an individual must embrace the VICC Mission, Vision and Values, where exemplary
customer service is utmost and foremost, and be able to perform each Essential Duty and Responsibility satisfactorily.
The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.
Education and/or Experience:
• 1 – 3 years’ experience in a customer service role, i.e., reception, service desk, switchboard
• Strong Keyboard skills
• Microsoft Office Applications
• Excellent telephone etiquette
• Office Administration Certification or Equivalent, while not mandatory, would be an asset
• Data entry experience
Other Skills and Abilities:
• Excellent organizational skills
• Excellent attention to detail
• Experience with EBMS and SAGE software, while not mandatory, would be an asset
• Use of good judgment and good interpersonal communication skills
• Well-developed analytical and problem-solving skills
• Work harmoniously and effectively with others as part of a team
• A self-starter who desires to show ownership and commitment to the role
• Exercises confidentiality and discretion
• Proofreads accurately
COMPENSATION:
• $21.45/Hr

Submissions by email to:
gm@viconference.com

Submissions by mail or in person to:
Vancouver Island Conference Center
101 Gordon Street
Nanaimo, BC
V9R 5J8
Attention: Human Resources

TO APPLY

E-mail your resume and cover letter to humanresources@viconference.com. If you are applying for a specific job posting, please include the Title in the email subject line.