Seasonal Event Coordinator
Date Posted: Mar 20, 2017
Salary: Commensurate with experience
Region: Metro Toronto Area
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.
Reporting to the Manager of Events, the Seasonal 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. Candidates can expect to work evenings and weekends in often physically demanding conditions based on individual event requirements.
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
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
Perform other duties as assigned by Manager of Events
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
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)
This contract is 8 months from April - December, 2017, with the potential to become permanent.
About 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. The Square produces free annual programming consisting of concerts and outdoor film screenings. Every year YDS also hosts a wide variety of community and corporate events in addition to major City celebrations and festivals.
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.
To apply, please send your resume along with cover letter to firstname.lastname@example.org by end of day Sunday April 2, 2017.
We thank all applicants for their interest, but only those selected for an interview will be contacted.