Coordinator & Weddings & Corporate Meetings & Event Services

Toronto and Region Conservation Authority; Vaughan; On-site; CAD 45,000 - 65,000; Full time

Job summary

A regional conservation organization in York Region, Vaughan is seeking an Event Coordinator to handle the sales and coordination of weddings and corporate events. The ideal candidate has a background in hospitality or event management, with strong presentation skills and a valid Ontario Class G2 driver's license. Responsibilities include managing client relationships, coordinating events, and developing promotional materials. Flexibility to work evenings and weekends is necessary for this role.

Qualifications

• Valid Ontario Class G2 driver's license.
• 2+ years of experience in hospitality or event management.

Responsibilities

• Coordinates weddings, social, corporate and internal events.
• Develops and delivers venue sales presentations.
• Manages client agreements, invoices, and contracts.
• Collects data to assess client and vendor satisfaction.

Skills

Strong sales and presentation skills

Excellent written and verbal communication skills

Knowledge of Food & Beverage service

Ability to self-manage workload

Critical thinking

Ability to communicate effectively

Education

Post-secondary diploma or degree in hospitality, food services, or event management

Job description

How you will contribute as part of the TRCA team: The Coordinator, Weddings, Corporate Meetings & Event Services is responsible for the sales, promotion, and coordination of weddings, social, corporate and internal events and programs at The Village at Black Creek and at the Kortright Centre for Conservation. This position is also responsible for coordinating communications and promoting events, programs and venues.

Major Responsibilities

• Coordinates the delivery of weddings, social, corporate and internal events, ensuring adherence to budget, requirements, and policies
• Develops and delivers in-person and virtual venue sales presentations to secure venue bookings
• Coordinates with Marketing, Communications & Events to develop promotional marketing and communications materials by deadlines
• Supports the procurement process including but not limited to compiling project scope, obtaining quotes, supporting the vendor selection process, working with the procurement department to initiate contracts and/or agreements
• Manages client agreement, invoices and contract administration for each event, vendor and/or client, while liaising with finance team when appropriate
• Collects data and creates reports to assess client and vendor event satisfaction along with financial impact
• Provides on-site support to ensure smooth event execution
• Coordinates with vendors and internal stakeholders to arrange event details including scheduling of rehearsals, ceremonies, food and event supply deliveries, etc.
• Manages multiple clients and venue files, while prioritizing and scheduling completion of various event tasks and venues to expectations
• Creates a process for client and vendor feedback. Administers, collects and analyses feedback to monitor business performance and enhance the client experience

What will you need to succeed

Education (degree/diploma/certifications/licenses)

• Post-secondary diploma or degree in hospitality, food services, event management or event/venue sales
• Valid Ontario Class G2 driver's license

Experience

2+ years of experience working in the field of hospitality, food service, event/venue sales or event management

Knowledge/Skill/Ability - Competencies

• Strong sales and presentation skills
• Knowledge of Food & Beverage service and banquet operations / set up
• Excellent written and verbal communication skills, with the ability to build and maintain positive relationships with staffs and clients
• Able to self-manage workload and prioritize tasks as an ongoing challenge in a frequently fluctuating workload and multiple deadlines
• Demonstrates responsiveness to internal and external customer requests and needs
• Anticipates future internal and external customer needs and incorporates them into goal setting, products, and services
• Ability to use critical thinking to evaluate problems, gather information, understand causes, and identify the best possible solutions
• Ability to communicate effectively with tact and courtesy
• Identifies opportunities for developing new internal and external customer bases
• Must be flexible to work all required shifts, including evenings, weekends, and holidays