Event And Marketing Coordinator| Moose Jaw Events Centre

The Events and Marketing 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 and Conference space rentals and that they are managed in compliance within the terms of the contract, guidelines, and policies.  Additionally, the Events and Marketing Coordinator will assist both the Events Manager and Director of Marketing and Business Development with digital display, media campaigns, as well as contract deliverables and execution. The Events and Marketing Coordinator is accountable for providing a safe and enjoyable environment for clients, guests, and staff.

This role will pay a wage of $23.08 to $27.03.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).

• Use creativity to identify new marketing and promotion opportunities
• Assist the Event Manager with briefings with staff providing necessary information on rentals.
• Assist Director of Marketing and Business Development as requested with online marketing content and advertising campaigns as well as updating internal/external graphic design.
• Communicate to all staff the weekly building schedule of events
• Create and maintain event files; distribute and reconcile all event folders and respective checklists for the department
• Establish and maintain effective working relationships with clients, co-workers, part-time staff, contractors, guests/public.
• Assist Events Manager as requested with Live Event planning and execution - including but not limited to create floor plans, room sets, wayfinding and/or digital signage, etc.
• 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
• Assist the Director of Marketing and Business Development in the facilitation of contract advertising Events and deliverables
• Complete all duties with a customer service focus through teamwork & dedication to OVG’s principles
• Other duties and responsibilities as assigned
• Address customer complaints and appropriately deal with critical feedback
• Generate revenue leveraging Meeting, Banquet and Conference space through prospecting the community and various associations, while connecting with past clients for future and return rentals
• 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
• Work with building clients and represent the facility to potential facility users; respond to inquiries regarding facility use 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
• Respond to all customer inquiries within 24 hours
• Ensure optimal positive perception of venue within the community and within professional organizations to encourage business partnerships
• Provide excellent customer service assistance to internal and external clients

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

Intellectual/Social, Physical Demands and Work Environment:

The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Intellectual/Social Demands:

While performing the essential functions of this job, the employee is continuously asked to multi-task under time limits.  Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will constantly be in leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame. This position also requires constant use of interpersonal skills including, but not limited to: ability to direct/motivate/inform staff and foster collaboration, ability to recognize and resolve conflicts, and ability to openly communicate verbally and in writing with clients and co-workers.

Physical Demands:

While performing the essential functions of the job, the employee constantly operates a computer and other office devices such telephones, copy machines, etc; occasionally moves about inside the office to access storage areas, cabinets and office machinery; constantly communicates via telephone, email and in-person with others to exchange accurate information; and constantly moves about the arena and event sites before, during and after events to service clients and supervise staff. Talking and standing for long period

Work Environment:

The essential functions of this position are performed indoors. The noise level in the work environment can range from minimal to loud during events, depending on the incumbent’s location, and minimal during non-event times.