Overview

The Event Coordinator will act as a liaison between the venue, its staff, contractors, and clients to ensure all details required for the successful preparation, execution, and reporting for Meeting Room, Banquet, Conference space rentals and that they are managed in compliance within the terms of the contract, guidelines, and policies.  Additionally, the Event Coordinator will assist the Director of Events with contract deliverables and execution and event settlement as required. The Event Coordinator is accountable for providing a safe and enjoyable environment for clients, guests, and staff.  The Event Coordinator is required to be available evenings, weekends and statutory holidays based on the scheduled event calendar.  

This role pays an hourly rate of $22.00-$24.00 CAD.

Benefits for Full-Time roles: Health, Dental and Vision Insurance, Pension matching, and Paid Time Off (vacation days, sick days, and 11 holidays).

This position will remain open until September 5, 2025.

Responsibilities

• Complete all duties with a customer service focus through teamwork & dedication to OVG’s principles providing excellent customer service assistance to both internal and external clients 
• Respond to all customer inquiries within 24 hours 
• Address customer complaints and appropriately deal with critical feedback 
• Preparation, execution, and settlement reporting for Meeting Room, Banquet, Conference space rentals for groups up to 75 people
•  Work collaboratively with Director of Events for Meeting Room, Banquet, Conference space rentals for groups over 75 people
• Work collaboratively with internal departments providing information and requirements for all events and bookings in a timely manner
• Assist the Director of Events with briefings of staff providing necessary information on rentals
• Work seamlessly with all in-house departments to ensure consistency, accuracy, and optimal financial opportunities are met throughout the set-up, the duration of, and the tear-down of all events
• Work with building clients and represent the facility to potential facility users; respond to inquiries regarding facility use, prepare event meeting minutes/notes, and send out food and beverage materials; assist facility users in finalizing booking arrangements contracts as well as collection of deposits and prepare billing settlements
• Prepare event license agreements, addenda and related correspondence; review documents for completeness and accuracy; assist in following up with facility users regarding deposits, insurance and other related license agreement requirements
• Update facility user contact and account information, blocking event space and other event booking information in the computerized event booking and management system 
• Create and maintain event files in hard copy and digital; distribute and reconcile all event folders and respective checklists for the department 
• Assist Director of Events as requested with Live Event planning and execution
• Establish and maintain effective working relationships with clients, co-workers, part-time staff, contractors, guests/public
• Communicate to all staff the weekly building schedule of events 
• Ensure optimal positive perception of venue within the community and within professional organizations to encourage business partnerships 
• Other duties and responsibilities as assigned 

Qualifications

• Experience in a convention center, sports facility, performing arts facility or other multi-purpose public assembly facility 
• Self-motivated with excellent interpersonal and communications skills 
• Demonstrates the ability to function in a fast-paced high-pressure environment 
• Ability to work independently and as part of a team 
• Strong verbal and written communication skills in the English language required  
• Detail oriented and organized working style with effective time management skills 
• Willingness to work a flexible schedule is required and the ability to work evenings, weekends, and Statutory holidays based on the schedule of events
• Demonstrated proficiency in Microsoft Office applications, including word processing, spreadsheets, and PowerPoint 
• Experience in AutoCAD, Cvent and Venue Ops an asset 
• Possession of, or ability to obtain, a valid drivers’ license 
• Provide accurate facility information and superior customer service to patrons
• Assist in maintaining a safe, clean, and positive environment for all staff
• Report any injuries and safety hazards to the OHS Committee
• Attend and obtain all training certificates and first aid as requested/needed including  - Serve it Right