Coordinator, Events Jobs

Req ID: 23653
Vacancy Type: Permanent
Number of Positions: 2
Closing Date: 07/26/2023
Job Summary
As a key member of the Culture, Event Development team, one position will be reporting to the Supervisor, Events (indoor venues) and the second position reporting to the Supervisor of Outdoor Events, the successful candidate(s) 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 Co-ordinator will book, coordinate and facilitate events and will communicate event details to the Event Services teams at multiple locations.
Small Arms Inspection Building, Living Arts Centre, Meadowvale Theatre and Paramount Fine Foods Centre, Mississauga Celebration Square are the primary locations of work.
Duties and Responsibilities

• Assume the role of Manager on Duty when required.
• 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
• Follow-up with clients upon event completion and provide feedback
• Monitor, review and provide continuous improvement feedback on policies, guidelines and procedures
• Perform other related duties as assigned.
• Available to work evenings, weekends and holidays.
• 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.
• Responsible for providing cost estimates to process rental contracts, working closely with the Customer Service Centre.
• Respond to inquiries regarding the booking and usage of Culture Venues and outdoor event spaces.
• 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.
• Ability to identify the client’s needs and evaluate their requirements.
• Collaborate with Recreation and Culture Programmers to ensure calendar is up to date and bookings are coordinated
• Obtain/record event details; confirm booking reservation in city approved calendars; effectively communicate event details/service requirements and updates to all related venues.

Skills And Qualifications

• 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.
• The ability to work flexible hours including evenings, weekends and holidays as required.
• Competent computer literacy in use of MS Word, Outlook, Excel, ActiveNet Report Printing, SAP, POS, Experience using event management software is an asset
• Experience working in Community Centres, Theatres, Cultural Facilities, Sporting Facilities; Live Event Venues, Arenas.
• 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.
• Knowledge of corporate business trends, ability to prepare estimates/invoices accurately.
• Experience in working with and building relationships with event promoters, community groups, third party vendors.
• Must possess a valid “G” Ontario Driver’s Licence. Access to a reliable vehicle on a regular basis to attend to various locations and events is required.
• Graduate of a post-secondary program in Event Management with at least 2-3 years progressive responsibility in scheduling of events, and or event coordination, sales and booking experience.
• Knowledge of AGCO rules, regulations, and endorsements required.
• Ability to work effectively in a team environment; excellent customer service skills.
• Experience/working knowledge of event venues, scheduling and coordination of events and cost estimates.
• 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.

Hourly Rate/Salary: $ 65,753.00 - $ 87,671.00
Hours of Work: 35
Work Location: Living Arts Centre
Department/Division/Section: CMS/Community Services Dept , CMS/Culture Division , Living Arts Centre
Non-Union/Union: Non Union
A Criminal Record and Judicial Matters Check (Level 2) or Vulnerable Sector Check (Level 3) will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.
We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.
All personal information is collected under the authority of the Municipal Act.
We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.