Logistics & Event Coordinator - Kitchener, Canada - Conestoga College

Conestoga College

Verified Company

Kitchener, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Requisition Details

Job Title:

Logistics & Event Coordinator

Requisition #:

23-031R2

Campus:

Doon

Department:

Facilities Management

Payband:

H

Starting Rate:

$33.38

Payband Range:

$ $38.75

Hours/Week:

37.5

Posting Date:

Monday, March 20, 2023

Closing Date:

Monday, March 27, 2023 at 11:59 PM EST

Vacancy Type:

Support Staff - Full-time

Support Staff Full-time New Position - Revised Repost

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

With a high level of independence, the Logistics and Event Coordinator provides expertise in planning, coordinating, and overseeing a variety of Facilities' responsibilities.

The incumbent plays a key role in the organization, execution, and task assignment for logístical projects, department moves, and College events.

The incumbent makes certain that information regarding projects and events are gathered accurately and resources are allocated effectively to ensure successful completion of projects and smooth delivery of services.

In working towards Conestoga's commitment to safety and well-being of all staff and properties, the incumbent will be active in adhering to and remaining relevant with Health and Safety legislation and regulations.

Responsibilities:

Assists in development and execution of approved special events, meetings, and/or conferences:

Planning and facilitating all logístical requirements for College functions
Coordinating with internal and external clients, vendors, Facilities, and other departments pertaining to review, approval and preparation for special events and liaising between parties
Developing, designing, and implementing of automated special events submission process through using MS Forms, Power Automate and other Office 365 apps
Certifying functions are in full compliance of legal, insurance, and health & safety regulations
Making recommendations to clients to ensure event conforms with codes, regulations, and acts related to fire, building, liquor, AODA, etc.
Developing and monitoring shared Outlook special events calendars, informing of Facilities logistics staff and coordinators of upcoming events
Overseeing client experiences from conception through postevent, handling onsite preparations, event breakdown, ensuring consistent, highlevel service throughout all phases of event planning
Developing communications and correspondence ensuring clients and other stakeholders understand event details and expectations; distributing disruption notices and other communications in a timely manner to achieve event success
Negotiating with vendors to achieve the most favourable terms and prices to meet strict deadlines and budget demands

Represents the department as logistics, relocations and move coordinator/projects:

Working with Construction Services, Trades, and Maintenance department members to understand and document requirements
Preparing planning documents based on requirements, and researching and evaluating new ideas/service models
Providing input in development of budget and expenditures
Creating purchase requisitions and receiving invoices for Manager's approval
Preparing schedules and ensuring works/logistics are performed according to College timelines
Allocating tasks to Facilities logistics staff, providing guidance and directions to ensure that moves are performed within defined plans, specifications, and deadlines
Engaging with contractors and ensuring contractor's proposed works meet the project scope, college requirements, industry standards, procedures and policies
Participating and guiding contractors when onsite visits and actively involved with commissioned work
Preparing documentation for operating procedures, checklists, and best practices related to logístical elements
Examining furniture inventory levels to anticipate future supply and logístical needs
Maintaining and updating inventory counts and analysing data to troubleshoot quantity discrepancies between stock and records
Acting in accordance with Procurement Services for the administration of asset donations through research of local nonprofit organizations, communicating and building relationships with donors
Keeping documentation and software systems current (i.e. Archibus, SharePoint folders, budget binders, asset management plan)
Developing and monitoring logistics related metrics to provide reports to customers and management team

Providing Support to Department:

Reviewing received documentation including special event forms, rental agreements, and certificates of insurance to ensure that hosts and vendors are compliant with the College policies and requirements
Liaising with contractors to arrange for work that requires their attention and ensuring standards are withheld related to their contrac