Event Coordinator

Date Posted: Jul 17, 2017
Application Deadline: Jul 23, 2017
Start Date: Aug 08, 2017

Salary: Commensurate with experience
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Term: Full-time

Organization Description

Yonge-Dundas Square
Yonge-Dundas Square (YDS) is a City owned public space located in the heart of downtown Toronto. The Square is operated on behalf of the City by a Board of Management appointed by Toronto City Council. Every year YDS hosts a wide variety of community and corporate events in addition to major City celebrations and festivals. The Square also produces free annual programming consisting of concerts and outdoor film screenings.

Job Description

The Role
Reporting to the Manager of Events & Partnerships, the Event Coordinator will lead and coordinate all activities related to events on the Square both in the office and on site.  The primary contact for all client requirements, the successful candidate will be responsible for procurement of services, rentals and staffing for events, communication with internal and external stakeholders and supervise onsite activities throughout the occupancy of the facility. The Event Coordinator will act as liaison with all event contractors and suppliers on the Square, throughout the planning process and during the event. Candidates can expect to work long hours, evenings and weekends in often physically demanding conditions, sometimes in large crowds, based on individual event requirements. 

Major Responsibilities

Event Production
 Assist and guide clients with determining event requirements to encourage and ensure successful execution
 Prepare initial estimates and/or quotations for services and obtain authorization from clients, review and track all additional services/charges for event
 Procure services for events as required (internally and externally), ensure adequate staffing of events and prepare event schedules and breakdowns for YDS event staff and services
 Provide timely and pertinent updates to the Manager of Events regarding events and delivery of services
Prepare information related to client billings, review with Manager of Events and clarify billing matters with Bookkeeper
 Ensure compliance with City and YDS guidelines
 Prepare pre/post event facility inspection reports, assess damage to the facility and complete internal event reporting in a timely fashion
 Oversee occupancy of facilities from load-in to load-out to ensure compliance with agreements and other terms and conditions governing the facility occupation

Administration
 Act as first point of contact for clients, answer incoming telephone calls and e-mails in a timely fashion
 Effectively manage the flow of information between YDS and clients, including identifying and communicating critical paths, forwarding forms/ guidelines/ invoices and ensuring deadlines are met
 Build and maintain strong relationships with external resources
 Maintain a no-surprise reporting relationship
 Update twitter/instagram/website
 Perform other duties as assigned by Manager of Events

Requirements
 Post-secondary education in a discipline pertinent to the job function or a minimum of 3 years experience in an events or cultural environment
 Practical experience in coordinating events involving a wide range of stakeholders
 Practical experience in production including event, stage and production management
 Outstanding written and verbal communications skills, interpersonal relationship management, conflict resolution and problem solving ability
 Ability to communicate effectively with contracted services staff on the phone and in person, throughout planning and on site
 Excellent and proven organizational skills including the ability to prioritize, react quickly to changing circumstances and make good analytical decisions based on information available, and meet deadlines
 Experience utilizing a variety of software packages including word, excel, outlook, database management and social networking sites, familiarity with Joomla an asset
  Ability to work independently and/or in a team environment
  Proven customer service skills
  Flexibility to work days, early mornings, late nights and overnight shifts including weekends, as required by shows/events
 Ability to perform moderate lifting (up to 40lbs)

Yonge-Dundas Square is an equal opportunity employer which values diversity in the workplace. We are therefore happy to accommodate individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please indicate when applying or when contacted for an interview.

Please submit resume and cover letter by end of day July 23, 2017, to employment@ydsquare.ca. We thank all applicants for their interest, but only those selected for an interview will be contacted. No phone calls please.



Contact Info:

Name:
Telephone:
Telephone Ext.:
Fax:
Email: employment@ydsquare.ca
Website: www.ydsquare.ca

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