Event Coordinator Jobs

Our post-secondary education client is seeking an Events Coordinator to assist with their team in downtown Vancouver. This is a 3 month contract slated to end on October 13th, 2023. We are seeking individuals who have an ability to stay calm under pressure, and who thrive in dynamic, every changing environments.

This is a fully on site role supporting the team Monday - Friday. from 9:30 am - 5:30 pm. The working site is located centrally in downtown Vancouver, near Robson Square.

Roles and Responsibilities

• Update pricing and room information within event management software.
• Other ad hoc duties as requested.
• Assist with monitoring and updating website and social media, as it relates to facility and events.
• Resolve any escalated issues in a timely and client-centric manner, with help from Management as required.
• Ensure facilities are maintained in good operating order.
• Organize all pre, on-site, and post event activities.
• Responsible for timely and accurate deposit and payment processing, invoicing, and collection of outstanding accounts receivables.
• Oversee a variety of complex events planning logistics.
• Ensure appropriate space is secured in the department venue management system, ensure there are no conflicts per booking.
• Ensure clients are aware of terms and contracts, agreements, and policies and procedures.
• Evaluate client needs for rooms and equipment, provide recommendations for facility mixes and services, and promotes additional services offered.
• Monitor client services to ensure client retention strategies are in place.
• Respond to all inbound inquiries through site tours, telephone calls, quotes and referrals to online materials.
• Participate in weekly production meetings by creating and distributing agendas, ensure stakeholders review pertinent information before the meeting, and following up as required.

Qualifications and Skills

• Ability to remain calm under pressure, and function in a dynamic environment.
• 2+ years of event coordination or conference planning experience.
• Excellent communication skills, and a positive attitude.
• Intermediate experience with MS Office Suite (Word, Outlook, Excel).
• Understanding of audio-visual equipment, and basic troubleshooting skills.
• Strong organization and detail-oriented.
• Experience working directly with various stakeholders and clients.