Ancillary Services Coordinator at Trinity Western University

Township of Langley, British Columbia, Canada -

Full Time

Start Date

Immediate

Expiry Date

29 Sep, 26

Salary

50000.0

Posted On

01 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Planning, Customer Service, Budget Management, Microsoft Office, Interpersonal Communication, Conflict Resolution, Logistics Coordination, Administrative Support, Public Relations, Hospitality Management, Project Management, Multitasking

Industry

Description

Position Purpose and Summary This is a Permanent FT staff role. The Ancillary Services Coordinator will play a vital role in supporting the Ancillary Services Department, ensuring smooth operations and success. This position requires a strong focus on event planning, execution, customer service, and collaboration with various stakeholders. The coordinator will have opportunities for growth within the team and will contribute directly to the organization's mission of providing exceptional ancillary services in a Christian work environment. Key Areas of Accountability Event Planning and Execution: * Assist in planning and executing conferences, events, and on-campus filming activities. * Meet with clients to assess their event objectives, budget, and service needs, and prepare tailored proposals or event outlines. * Coordinate logistics, timelines, and resources to ensure seamless event operations. * Provide excellent customer service to clients and guests, addressing inquiries and resolving issues promptly. * Conduct post event debriefs and collect feedback from clients and participants. Prepare evaluation reports to identify successes, challenges, and recommendations for improvement. Customer Relations: * Assist in building and maintaining strong relationships with clients, prospects, and industry stakeholders. * Assist in managing customer expectations and serving as a liaison between clients and key delivery departments. * Support in conducting site tours and marketing the facilities to prospective customers. Support to Conference Services/Housing Manager: * Take ownership of delegated tasks and projects as directed. * Collaborate with the manager(s) to identify revenue opportunities and contribute to business development initiatives. * Support the manager(s) in developing ancillary schedules and work plans to meet client expectations effectively. * Assist in managing the conference services team and ensuring proper coordination of timelines. * Ensure all events comply with institutional policies, legal standards, insurance requirements, and health and safety regulations. Administrative Support: * Assist in establishing and administering event quotes, contracts, and progress tracking. * Develop and monitor event budgets, ensuring all expenditures stay within approved financial limits. * Support in ensuring service delivery aligns with customer requirements and department budgets. * Aid in overseeing account billing follow-up to ensure accurate payment handling. * Assist in maintaining records, contracts, and financial documentation related to ancillary services. * Support in preparing event quotes, proposals, and invoices as needed. * Coordinate client communications before and during events, including signage, schedules, and information packages. * Oversee event registration systems, guest lists, and ensuring all advertising is approved by the Conference Services Manager. Team Collaboration: * Collaborate with department managers and outside contractors for event rentals and setups. * Work closely with the ancillary services team and other departments to ensure coordinated efforts in event planning and execution. * Foster a positive and collaborative work environment aligned with the organization's values. The Person Skills * Excellent interpersonal skills with a wide variety of staff, faculty, students, and off campus clients are essential with the ability to understand clients' needs and proposals. * Proficient in the use of Microsoft Office applications. * A team player with a positive attitude in all situations who seeks to diffuse and resolve conflict. * Ability to work effectively in a team-oriented environment and delegate tasks when necessary. * Ability to work in a fast-paced environment and adapt to changing priorities. * Highly organized with the ability to multitask and adapt to changing priorities. * Hands-on knowledge of furniture moving and basic audio/video understanding helpful. Assets * Administrative Experience * Experience in hospitality or customer service. * Ability to lift and move furniture more than fifty pounds. Key Metrics of Success: * Customer satisfaction ratings and feedback. * Increased revenue generated through ancillary services, rentals, and filming activities. * Timely and efficient execution of events with minimal issues or disruptions. Personal Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community. A dedicated and mature evangelical Christian with an earnest desire to serve in family, church, work, and community. Affirm and support TWU’s mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, focused. A winsome personality with a positive and friendly attitude. Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off-campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization. Key Internal Interactions Reports: Student workers Reports to: Conference Services Manager Standards & Requirements Education: Bachelor’s Degree or an equivalent combination of education and experience is preferred. Experience: * Experience in office management administration * Demonstrated skill in customer service, public relations, and hospitality * Computer skills and web-based applications * Experience in sales, marketing, or related fields considered an asset. Duties and responsibilities that do not constitute a major change may be added, deleted, or changed at any time at the discretion of the supervisor either orally or in writing. Updated: March 2026 Salary Classification: 6 Agreed to by: Director, Ancillary Services Benefits Of Working at TWU: * A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program. * Annual statutory holidays (14) with generous vacation accruement. * Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency. * Torch tuition scholarship for dependents of eligible employees attending TWU. * Free access to TWU’s fitness/gym facilities and the Norma Marion Alloway Library. * Subsidized meals at the main cafeteria. * Discounts and perks for select shops and restaurants in Fort Langley. * Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account). * Free recreational equipment rentals (e.g., paddle boards, snowshoes, kayaks, etc.). * Free employee parking on campus. * Special community events throughout the year. * Employee and Family Assistance Plan (EFAP). * A positive Christian fellowship environment. Trinity Western University encourages applications from all eligible candidates who can commit to the University’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law. We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact People & Culture. Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.

Responsibilities

The coordinator is responsible for planning and executing conferences, events, and filming activities while managing client relations and logistics. They also provide administrative support for budgeting, contracting, and billing to ensure seamless ancillary service operations.