Events Coordinator

Date Posted: Sep 15, 2021
Application Deadline: Oct 04, 2021
Start Date: Oct 11, 2021

Salary From: 40K To 50K
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: Health
Organization's Field/Discipline: Doesn't apply
Job's focus: Administrative
Job Type: Full-time
Career Level: Entry level/ intern

Organization Description

Evergreen
Evergreen is a national not-for-profit helping make cities flourish. Cities that are low carbon, inclusive to all and sustainable at their core. 

For 30 years, Evergreen has been making Canadian cities better places to move, work, live, play and grow. We have worked from coast to coast with governments, neighborhood groups, school boards, developers and residents, collaborating to create better communities. 

Job Description

Evergreen is hiring an Events Coordinator to support events at Evergreen Brick Works (EBW). EBW is a community hub, gathering place and a unique event venue rooted in nature and history.

The Events Coordinator at Evergreen plays a critical role within the Hospitality and Events team, helping to keep things organized and on time. With a can-do attitude and a focus on team work, the Events Coordinator thrives in a fast-paced environment and recognizes that small details help shape the big picture.

About Us:

Evergreen is a national not-for-profit helping make cities flourish. Cities that are low carbon, inclusive to all and sustainable at their core. 

For 30 years, Evergreen has been making Canadian cities better places to move, work, live, play and grow. We have worked from coast to coast with governments, neighborhood groups, school boards, developers and residents, collaborating to create better communities. 

About the Role:

The Events Coordinator works closely with our Sr. Manager, Sales to support the sales process and with our Finance team to reconcile and consolidate invoices and ensure payment. The Events Coordinator also provides general support to the rest of the Hospitality & Events team by executing a wide-variety of event focused tasks.

Key Responsibilities:   

Sales and Event Coordination

  • Respond to event inquiries and general sales activities alongside the Sr. Manager, Sales
  • Administer the department’s internal management system, Caterease, including inputting inquiries, updating templates and menus, producing reports and coordination of Caterease across departments
  • Provide critical administrative support to the Hospitality and Events Team as required, including accurate data input, preparation of client estimates, building client floor plans and assisting with supply orders 

Financial Administration

  • Liaise with suppliers and internal Finance department to ensure prompt and accurate event reconciliation and invoicing
  • Processing of all Accounts Receivables and Accounts Payables
  • Manage the process of collecting and tracking of event payments
  • Participate in beverage inventory– event reconciliation and monthly inventory process
  • Create and send out weekly reports as needed, review for anomalies and problem solving with appropriate parties 

Event Department Collaboration

  • Support on-site event execution on an as needed basis.
  • Contribute to special projects as they emerge, such as revamping event collateral, building new tracking mechanisms and procedures
  • Help to ensure that events are executed in a safe, orderly and disciplined manner in accordance with Evergreen's policies and Health & Safety standards
  • Contribute to positive workplace culture and great internal communication
  • Model Evergreen’s core values of sustainability, innovation and connection 

 



Requirements:

About You: 

You excel in the following areas:

  • Attention to detail. Recognize that details matter.  Work systematically to ensure important details do not slip through the cracks.
  • Calm under pressure. Demonstrate composure in stressful situations.
  • Communication. Speak, listen and write in a clear, confident, respectful, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Customer-focus. Anticipate, understand, and respond to the needs of others in a way that exceeds their expectations.
  • Proactivity/Enthusiasm/Persistence. Act without being told what to do. Demonstrate passion and excitement over work. Display a can-do attitude. 

You have the following qualifications:

  • Post-secondary education or certificate in Hospitality /Events, or equivalent lived experience
  • 1+ years of hospitality experience an asset, with a preference given to restaurant, catering, venue or hotel
  • Excellent attention to detail with demonstrated success
  • Fundamental understanding of accounting principles for hospitality
  • Advanced MS Office, Excel experience
  • Demonstrated commitment to customer service
  • Excellent communication and interpersonal skills
  • Ability to work independently as well as part of a team
  • Experience using event software, such as Caterease, is considered an asset 

Additional Information:

Reporting Relationships:

  • Supervised by: Senior Manager, Sales
  • Collaborates with: Entire Event Team and external departments
  • Coordinates work flow for Interns when required

Working conditions:

  • Position is based out of Evergreen's head office at Evergreen Brick Works in Toronto
  • Office environment during regular working hours, as well as onsite on weekends and evenings as required

Physical requirements:

  • Able to work in a fast pace environment
  • Able to Stand for extended periods of time
  • Able to participate in event execution including repetitive tasks and some lifting 

Contract:

  • Permanent, full-time
  • Hiring Range: $43,000 - $48,000 annually
  • Employer-paid health and dental benefits package, 3 weeks paid vacation, 3 Evergreen Days and your birthday off, and professional development opportunities.  


How to Apply:

How to Apply:

https://can60.dayforcehcm.com/CandidatePortal/en-US/evergreen/Posting/View/352

Application Close Date: Monday, October 4th, 2021. Please note we will be screening applications as they are received. This posting may be closed earlier than the application deadline if a successful candidate is found before the closing date.

 *Please include a cover letter with your resume to be considered for this position.*



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