Senior Hotel Coordinator

This is a Full Time Job

TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home - TIFF Lightbox. Our mission: To transform the way people see the world, through film.

TIFF is committed to embracing diversity and treating all individuals with respect, dignity and fairness by removing physical, social and economic barriers to participation.

We encourage you to reflect on the land that you are on, who the traditional keepers of the land are, what the treaty relationship is, or if it’s unceded territory. TIFF is located on the Treaty Lands and Territory of the Mississaugas of the Credit and the traditional territory of the Anishinaabe, the Wendat, and the Haudenosaunee. We are grateful to work on this land.

We are currently hiring for the position of:

SENIOR COORDINATOR, HOTELS

The Senior Coordinator, Hotels is responsible for coordinating the Festival’s hotel room blocks and providing hospitality support to a wide variety of stakeholders. Working closely with the Senior Manager, Programme & Guest Services, this role will lead the Festival accommodations booking process for filmmakers, guests, delegates, and staff, and will train and support seasonal staff.

RESPONSIBILITIES:
• Provide accommodations booking support to stakeholders including Festival guests, Industry delegates, and staff
• Respond to general hotels and hospitality inquiries and requests (from internal and external stakeholders); monitor and reply to inquiries in the TIFF Hotels inbox
• Build, monitor, and maintain contracted hotel inventory in applicable reservations management systems
• Maintain productive relationships with all hotel partners and facilitate clear and frequent communication
• Lead the booking and tracking of hotel reservations for Festival guests
• Support and train two seasonal Industry Guest Coordinators
• Process, monitor, and troubleshoot hotel reservations in an efficient and accurate manner
• Confirm rooming lists and follow up on special requests and/or changes to reservations directly with hotels
• Track accommodations in the Festival database (Artifax) and other databases and tracking documents as required
• Maintain an accurate electronic trail for each guest/attendee
• Coordinate post-Festival reconciliation of hotel billing
• Prepare and provide reports, presentations, and post mortem reports as required
• Assist with other coordination tasks and administrative duties as required

JOB GRADE & SALARY:
• Job Grade 2
• $25/hour

TARGET CONTRACT DATES:
• May 12, 2025 - November 7, 2025

WORK LOCATION:
• Office Location: 350 King Street West, Toronto, ON M5V 3X5
• Weekly in-office requirements:
• Minimum 2 days (November to April)
• Minimum 3 days (May to October)
• Festival Office Requirements: Full Time during Festival

MINIMUM REQUIREMENTS:
• College diploma, university degree, or equivalent experience
• 2 years experience in a high-level customer service or administrative role in the hospitality industry
• Hotel industry experience an asset
• Experience booking hospitality arrangements for individuals or groups an asset
• Experience with guest logistics or talent coordination an asset
• Experience working for a film festival or large scale event an asset
• Strong, effective, and professional communicator with strong interpersonal skills
• Comfortable working with numbers, invoicing, budgets, and other financial information
• Strong organizational and project coordination skills with extreme attention to detail and the ability to effectively prioritize
• Strong computer and data management skills, including databases, CRMs, project management tools, internet research, Microsoft Office, Google Suite, Artifax
• Professional manner and “can-do” attitude with ability to adapt quickly to change
• Enjoys fast-paced, multi-tasking work environment, with a willingness to adapt to shifting priorities and circumstances
• Demonstrated mature judgment, patience, professionalism, and diplomacy
• Ability for discretion and handling confidential information
• Able to handle challenging situations with a positive, problem-solving attitude
• Ability to both work independently and in a team environment
• Initiative and creativity to develop innovative solutions
• Commitment to diversity, inclusiveness, and public accountability
• Understanding and commitment to superior client servicing
• Adaptable to a flexible work schedule including some evenings and weekends to meet deadlines, as well as fully available during Festival
• Additional language(s) an asset

HOW TO SUBMIT & APPLICATION DEADLINE:
• All applications must be submitted online through TIFF’s Career Centre.
• Please upload your cover letter and resumé as PDF(s), before the deadline of MONDAY, APRIL 14, 2025.

CLOSING:

We thank everyone who applies for their interest, but only candidates selected for an interview are contacted.

Candidates must be legally able to work in Canada at this time.TIFF regrets that it is unable to sponsor employment Visas; however, TIFF considers and welcomes individuals on time-limited Visa status for this position. For consideration to those on time-limited Visa status, your Visa must allow you to complete the full contract.

Please send any questions via e-mail only to careers@tiff.net.

TIFF is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities.

If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance at careers@tiff.net. We strive to provide reasonable accommodations whenever requested.