Event Coordinator Bookings - Recreation & Culture

Job Summary

As a key member of the Culture, Event Development team, this position will be reporting to the Supervisor, Events (indoor venues). The successful candidate will be responsible for co-ordination and booking/scheduling a variety of events, festivals, programs, exhibitions, private functions, for a variety of user groups and tenants. The Event Coordinator will book, coordinate and facilitate events and will communicate event details to the Event Services teams at multiple locations.

Duties and Responsibilities

• Respond to inquiries regarding the booking and usage of Culture Venues
• Provide exceptional customer service to clients seeking to book space including providing site tours, rental quotes, event planning meetings, collecting all event requirements, and ensuring requested activities are all in compliance with City policies, procedures and guidelines
• Ability to identify the client’s needs and evaluate their requirements
• Provide cost estimates; assist with planning based on communication received from customers while liaising with internal service providers, i.e. Onsite Event Coordinators, Parks, Security, Technical Services, Box Office, Front of House, event operations teams, etc
• Obtain/record event details; confirm booking reservation in city approved calendars; effectively communicate event details/service requirements and updates to all related venues
• Collaborate with Recreation and Culture Programmers to ensure calendar is up to date and bookings are coordinated
• Follow-up with clients upon event completion and provide feedback 
• Responsible for providing cost estimates to process rental contracts, working closely with the Customer Service Centre
• Monitor, review and provide continuous improvement feedback on policies, guidelines and procedures
• Assist with administrative support duties as assigned by the Supervisor, e.g. data tracking, asset inventory, processing of IT and Security access forms, ACTIVENET report printing
• Coordination of purchases when required
• Assume the role of Manager on Duty when required
• Available to work evenings, weekends and holidays
• Perform other related duties as assigned

Skills and Qualifications

• Graduate of a post-secondary program in Event Management or equivalent 
• 2-3 years progressive experience in scheduling of events, and or event coordination, sales and booking experience
• Experience/working knowledge of event venues, scheduling and coordination of events and cost estimates
• Experience in working with and building relationships with event promoters, community groups, third party vendors
• Knowledge of Alcohol and Gaming Commission of Ontario (AGCO) rules, regulations, and endorsements required
• Experience working in Community Centres, Theatres, Cultural Facilities, Sporting Facilities; Live Event Venues, Arenas
• Ability to work effectively in a team environment; excellent customer service skills
• Competent computer literacy in use of MS Word, Outlook, Excel; experience using event management software (example Activenet or EBMS) is an asset
• Excellent customer skills with the ability to establish effective working relationships with both external and internal customers/coworkers by way of excellent oral and written communication skills
• Ability to work in a fast-paced work environment including strong organizational skills with the ability to prioritize, multi task and work under tight timelines
• Must be able to work effectively in a team setting as well as independently
• Excellent organizational skills with the ability to prioritize, follow-up, as well as exercise good judgement with customer requests
• Knowledge of corporate business trends, ability to prepare estimates/invoices accurately
• The ability to work flexible hours including evenings, weekends and holidays as required
• Position requires successful candidate to travel between various locations and events, as required