Event Coordinator - Toronto, Canada - Second Floor Events

Description

SUMMARY OF THE POSITION

As a pivotal member of our events team, the Event Coordinator is tasked with steering clients through the intricacies of the event planning process.

From the moment our Sales Manager secures an event, the Event Coordinator will leverage their comprehensive industry acumen and unwavering professionalism to meticulously prepare all event-related documentation and seamlessly coordinate efforts with Sales, the Event Manager, and our clients.

This ensures the delivery of exceptional service from the initial booking to the final details of post-event reconciliation.


CORE RESPONSIBILITIES

• Serve as the principal liaison between the client and our venue, overseeing the event from the initial contract through to successful completion.
• Greet clients with enthusiasm for site inspections, proposing inventive solutions that enrich their event vision.
• Manage logistics for event setup and breakdown, collaborating with rental, audiovisual, and vendor teams.
• Plan and execute all catering and beverage services, tailoring options to client needs.
• Design clientspecific floor plans and consult on event details such as timelines, vendors, décor, and more.
• Communicate venue policies and eventspecific procedures to clients through digital and verbal channels.
• Maintain meticulous records within Tripleseat, tracking event details, schedules, and financial transactions.
• Organize and update client files, ensuring easy access to contracts, invoices, floor plans, and itineraries.
• Oversee financial transactions, including client payments and vendor invoicing, within Tripleseat.
• Contribute to weekly event meetings, providing insights into upcoming events.
• Generate and distribute Banquet Event Orders (BEOs) in a timely manner for team alignment.
• Ensure staffing for events is organized and meets the demands of each function.
• Act as an onsite point of contact to guarantee client and guest satisfaction.
• Secure client approval on all BEOs in advance of events.
• Follow up with clients postevent within two business days to gather feedback and maintain relationships.
• Cultivate partnerships with preferred vendors and service providers to enhance our event offerings.
• Stay informed on industry trends to introduce innovative concepts and improve our event management practices.
• Support promotional activities, such as open houses and industry events, to showcase our venue and network with potential clients.
• Engage in continuous learning by attending trade shows and networking events, representing our venue as a brand ambassador.
• Provide actionable feedback to management based on business analysis and client insights.
• Offer flexible support to the events team, assisting with coverage during absences as needed.
• Execute additional responsibilities as required to ensure the success of the events department.

QUALIFICATIONS
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Professional Expertise:A minimum of two years of professional event coordination experience is required (weddings & corporate), with a proven track record of delivering exceptional event outcomes.
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Team Collaboration: Demonstrated ability to foster collaborative relationships with clients, vendors, and internal team members to drive event success.
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Superior Communication: Exceptional communication skills, both written and oral, are essential, ensuring clarity, professionalism, and engagement with all stakeholders.
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Advanced Organizational Skills: Highly developed organizational capabilities, with an emphasis on detailed planning, time management, and the efficient coordination of resources.
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Technical Proficiency: Proficiency in event management software is a must, with specific expertise in Tripleseat being highly desirable, but not required. Adeptness in utilizing technology to enhance event planning and execution is expected.
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Adaptability: The capacity to adapt to a fast-paced and changing environment, with a solution-oriented approach to challenges and the ability to maintain composure under pressure.
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Financial Literacy: Accurate financial management skills, including the handling of invoices and payments, ensuring financial integrity throughout the event process.
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Creativity and Innovation: Creativity in event design and a forward-thinking mindset that contributes to innovative event experiences.
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Negotiation Skills: Skilled in negotiations, balancing client expectations with operational feasibility, and managing vendor relations with professionalism and strategic finesse.
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Continuous Improvement: A commitment to ongoing professional development, with a keen interest in staying abreast of industry trends and incorporating best practices into event management processes.
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Flexibility in Scheduling: Availability for a flexible work schedule is required, as events may occur during evenings and weekends. This role demands a readiness to work non-traditional hours to ensure event excellence.

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