Events Coordinator/reception - Whitehorse, Canada - Kwanlin Dün Cultural Centre

Description

Events Coordinator/Reception
Kwanlin Dün Cultural Centre

• Whitehorse, YT

• Full Time

• Compensation: $25 AnnuallyAdministration And Clerical

Duration

• Contract
  Job Level
• Assistant
  Intended job posting audience
• Position Status_

Four month contract, possibility of extension

• Potential Start Date;_

December 11th, 2023


_Position Summary_

Under the supervision of the Events Manager (EM), the Events Coordinator (EC) is responsible for booking, organizing, planning and implementing events at the Kwanlin Dün Cultural Centre, including conducting rental client tours and initial meetings, conducting event intakes, creating event sheets, quotes and contracts, organizing event plans and schedules, developing room layouts, maintaining and updating event paperwork, receiving payments, communicating with clients, and overseeing a client relations strategy.

This position is also responsible for meeting with incoming caterers using KDCC kitchen facilities and clients during setup days.


_ Section - Principal Duties and Responsibilities_

• Principal duties and responsibilities are interpreted as being descriptive and not restrictive in nature. _

Event Organization and Support

• Respond to booking requests directly and as directed by the EM.
• Conduct rental client tours, meetings and intakes.
• Provide information about and enforce understanding of rental pricing and room capacities, KDCC policies and procedures, event schedule timing, and other event related policies or information.
• Organize and manage rental event bookings as directed by the EM, primarily for the Artist Studio, Classroom A, Classroom B, and Elder's Lounge, as well as some Multi-Purpose Room bookings or other bookings as directed by the EM.
• Organize all aspects of event bookings from beginning to end including: Complete Rental Contracts, provide layouts, Event Order for CST team, correct polices signed according to rental needs.
• Print out weekly Event Order Forms as required
• Support client inquiries and needs/services pre, during and post events.
• Assist with organization of internal employee events in collaboration with the Culture and Heritage Department, as required by the EM or Executive Director.
• Cover the desk of the EM as required.
• Responsible for upkeep of event supply inventories (dishes, uniforms, cleaning product etc.), ordering when necessary
• Meet with incoming caterers using kitchen facilities
• Being onsite and assisting clients during setup days, special event days for any last minute requests
• At reception; greet each person entering KDCC direct/help as needed, answer and direct phone calls, sell merchandise through Square POS, stock merchandise as needed.
• Decorate building for holidays as needed.
• Manage and maintain office supply inventory for rental clients (flip charts/markers, pens/paper, supply box, etc.).
• Strong knowledge of the local hospitality and event planning industry
• An outgoing, peopleoriented personality
• Ability to take on responsibility and use initiative to prioritise and work effectively, under pressure and to tight deadlines
• Able to manage a heavy workload and establish priorities, with welldeveloped time management and organizational skills
• Able to work efficiently as part of a team as well as independently
• Effective communication skills with individuals at all levels of the organization
• High level of critical and logical thinking, analysis, and/or reasoning
• Good organizational, time management and prioritizing skills
• Ability to develop, interpret and implement company policies and procedures
• Attention to detail in all areas of work
• Confident, consistent, decisive personality
• Computer literate, including working skills of Microsoft Suite, and MacOS
• Ability to adapt to changes and last minute requests
• Fluency in English is required, ability to speak another language considered an asset
• Ability to work in a crosscultural environment.
• Knowledge of Kwanlin Dün's history, culture, demographics, goals and aspirations an asset.
• Employees must sign a Code of Conduct and Ethics Agreement, an Employee Conflict of Interest and an Oath of Confidentiality
• Class 5 Driver's License
• Criminal records check may be required
• Willingness to be trained in First Aid and CPR
• Willingness to work variable hours, weekends and occasionally long hours.
• 37.5 hour work week, Monday through Friday
• Overtime after 8 hours per day or 40 hours per week at a rate of
• Overtime must be preapproved by your supervisor

• Section

• Specific Accountabilities_

_ What are the expected end results of this position, i.e. what are the impacts of performing the Principal Duties and Responsibilities?_

The Events Coordinator is responsible for ensuring that rental clients receive impeccable and professional service from first contact through to final communications following an event.

This position engages in regular direct contact with clients