Client Services Coordinator – Markham Museum

City of Markham; Markham; On-site; CAD 60,000 - 80,000; Full time

Job summary

A municipal government is seeking a Client Services Coordinator at the Markham Museum. This role involves managing third-party events, overseeing rentals, and ensuring exceptional client service. Responsibilities include coordinating logistics, maintaining communication with clients, and supervising part-time staff. The ideal candidate has a college degree and experience in client services. Applications are due by January 4, 2026.

Qualifications

• Experience in client services for a public assembly venue, preferably a museum.
• Experience supervising and providing direction to staff.
• Standard First Aid and CPR-C certification is required.

Responsibilities

• Lead the full sales cycle for Museum facility rentals.
• Serve as primary contact for clients from inquiry to post-event follow-up.
• Oversee customer service functions related to rentals and event services.
• Coordinate client event logistics including setup and vendor needs.

Skills

Client communication

Event planning

Team leadership

Customer service excellence

Problem-solving

Education

College degree and/or equivalent experience

Job description

The City of Markham is proud to be recognized for the 5 th consecutive year as one of Canada’s Best Employers by Forbes and Statista Inc. In 2025, the City of Markham is ranked 2nd among municipalities in Canada and 12th overall for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 366,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being accepted for the temporary full time Client Services Coordinator at the Markham Museum, Development Services Commission. To apply for this position, please submit your cover letter and resume online by January 4, 2026.

Job Summary

Reporting to the Museum Manager, the Client Services Coordinator leads the planning and execution of third‑party events, including account management, client communication, and marketing coordination for rental opportunities. Working closely with the Business Development & Events Coordinator in order to coordinate site activities. This role is responsible for all 3rd party rental sales activities, managing clients, and ensuring effective communication of 3rd party rentals are distributed to staff of the museum as required.

The Client Services Coordinator supervises a team of part‑time Rental and Maintenance staff and collaborates with the Facilities Coordinator to ensure site cleanliness, maintenance needs, and construction impacts are effectively managed. The Client Services Coordinator also supports and leads special projects to maintain and enhance the site plan and long‑term vision for event spaces, adapting layouts and processes as required.

This position ensures all event information is communicated clearly to staff and that rental events are delivered efficiently, professionally, and in alignment with Museum standards, customer service expectations, and operational requirements.

Roles And Responsibilities

Client Services / Sales & Coordination

• Lead the full sales cycle for Museum facility rentals, including responding to inquiries, conducting site tours, preparing quotes, securing bookings, and converting leads into confirmed events.
• Serve as the primary point of contact for clients from initial inquiry through post‑event follow‑up, ensuring clear communication, timely responses, and strong relationship management.
• Oversee all customer service functions related to rentals and event services, ensuring exceptional client satisfaction and a positive Museum experience.
• Identify opportunities to improve customer service across the Museum and collaborate with Management to implement service enhancements, policies, and processes.
• Collect detailed event information (guest counts, timelines, floor plans, equipment needs, vendor details) and maintain accurate booking records and client files.
• Draft, administer, and track rental contracts, certificates of insurance, addendums, deposits, and final payments to ensure financial accuracy and compliance.
• Coordinate with all Museum departments to ensure client priorities, operational requirements, and service standards are met for all rentals, programs, and partnership events.
• Liaise with external vendors; including caterers, décor teams, DJs, florists, photographers, and AV providers—to confirm setup needs and ensure seamless delivery of event services.
• Monitor patron use of the Museum to ensure policies are followed; respond to and resolve client or vendor concerns professionally and promptly.
• Plan and implement logistical requirements for all client events, including space setup, equipment placement, vendor load‑in/out, accessibility requirements, and hospitality services.
• Prepare detailed rental briefs, run sheets, and staff instructions to ensure alignment between departments and consistency of event execution.
• Managing the Rentals and Event budgets in Coordination with the Business and Development Coordinator.
• Analyze booking trends, client feedback, and operational challenges to identify improvements to rental processes, packages, and customer experience.
• Support marketing initiatives by providing rental photos, package updates, website content, and collaborating on promotional campaigns to increase rental inquiries.
• Supports all museum signature and partnered events.

Facilities Coordination

• Collaborate closely with the Maintenance team, including the Facilities Coordinator, to coordinate event‑related work, site preparation, cleaning schedules, and space turnover.
• Ensure all Museum spaces meet Museum standards for cleanliness, safety, accessibility, and presentation prior to each event.
• Support special projects by scheduling capital work into the joint departmental calendar and coordinating with Sustainability & Asset Management teams on upcoming infrastructure, lifecycle, and capital improvements.
• Communicate facility needs, maintenance issues, and event‑related work orders clearly and promptly to ensure smooth site operations.

Supervisory Responsibilities

• Supervise part‑time staff, including Community Events and Rental Assistants and Maintenance Assistants, ensuring clarity of roles, consistent performance, and high‑quality customer service.
• Prepare and maintain accurate task lists, staff instructions, and event information, ensuring all staff receive timely communication on operational requirements.
• Lead the recruitment process for part‑time staff, including Community Events and Rental Assistants and Maintenance Assistants, including interviewing, onboarding, training, and scheduling.
• Provide ongoing coaching, feedback, and support to staff to promote a positive team environment and high service standards.
• Serve as Manager on Duty when required, providing operational oversight, decision‑making support, and leadership for on‑site staff and other special projects or tasks may be determined or assigned based on Museum requirements.

Requirements

• College degree and/or equivalent experience.
• Experience in client services for a public assembly venue, preferably a museum, or other type cultural venue.
• Experience supervising and providing direction to staff.
• Standard First Aid and CPR‑C.
• Smart Service Certified asset.

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self‑management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible, and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

We thank all applicants who have applied. However, only those applications selected for an interview will be contacted.