Event Coordinator

Westerner Park; Red Deer; On-site; CAD 45,000 - 57,000; Full time

Job summary

A community-centered event venue in Red Deer is seeking an Event Coordinator to deliver exceptional client experiences for various events. The successful candidate will manage event logistics, maintain client relationships, and ensure satisfaction throughout the planning process. As a key team member, you will bring creativity and organizational skills to the table to meet the needs of our diverse clientele.

Benefits

Competitive compensation packages

Comprehensive benefit packages including health and dental

Paid time off and annual vacation

Professional development initiatives

Exclusive staff discounts

Qualifications

• 4-5 years' experience in proactive sales and event planning.
• Ability to maintain composure in fast-paced situations.
• Strong customer service and troubleshooting skills.

Responsibilities

• Serve clients to assess and fulfill event needs.
• Coordinate all event details from inquiry to execution.
• Build and maintain relationships with clients.

Skills

Organizational skills

Communication skills

Customer service skills

Attention to detail

Education

Post-secondary education in business or events

Tools

Microsoft 365 programs

AutoCAD

EventPro

Job description

Ignite a meaningful career at Westerner Park, where boundless opportunities, professional growth, and personal fulfillment await.

Westerner Park is seeking a full-time Event Coordinator to join our dynamic team, with a specific focus on the Trade Show market. The Event Coordinator is a key member of our Event Services Team, supporting the planning, coordination, and successful execution of both client-booked and self-produced events. This role plays a vital part in ensuring exceptional customer service and delivering memorable event experiences.

Under the direction of the Event Fulfillment Manager, the Event Coordinator is responsible for the following:

Core Functions

• Serve clients in person, online and via telephone to assess and fulfill their event needs to the highest standards of satisfaction

• Respond to all client & event requests including organizing, communicating, and executing changes to function space floor plans and event orders, staffing, service requirements, and access.

• Interact with clients in a timely and professional manner throughout the event process to build and maintain a friendly, professional relationship.

• Follow all Westerner Park procedures and policies when providing customer service.

• Participate in all assigned training; setting goals that are in alignment with the organization to ensure that the sales of Westerner Park services and venues are maximized and clients are served at the highest level of satisfaction.

• Maintain a comprehensive understanding of the annual events calendar to pre-plan and rebook events while ensuring booking conflict does not occur and a successful cycle of events is maintained.

• Understand your role as a brand ambassador and provide positive brand experiences to all clients.

• Build and maintain an up-to-date and in-depth market knowledge base so as to reach new clients, understand and seek opportunities for sales and understand market evolution to assist in meeting revenue targets.

• Assist in the facilitation of self-produced events including development, planning and day-of facilitation.

• Client Service Relations

• Balance client needs with the achievability considering venue standards and event logistics.

• Align client profile with the appropriate services and venues.

• Achieve personal and team related revenue goals.

• Ensure business is turned over properly and in a timely fashion for proper service delivery in accordance with Westerner Park standards.

• Establish and maintain a friendly, professional working relationship with new and existing clients.

• Communicate contractual agreements and terms within the parameters of the pricing schedule.

• Contribute to overall revenue goals to include food & beverage, meeting room rental, and box office.

• Coordinating with other business units to enter and maintain upkeep of event booking system.

• Act as liaison between clients and business units and/or contractors when necessary. Work closely with the Event Fulfilment Manager in processing events from inquiry to completion, managing all client contact points with Westerner Park and its contractors.

• Determine the client's needs and fulfill them to mutual satisfaction, taking into consideration all available options as well as applicable policies.

• Build clear, concise and conclusive Banquet Event Orders that meet the organizational standard for the communication of client’s event needs.

• Exercise creativity, discretion and independent judgment in determining how to assemble an event to suit each client's taste and needs while working within the parameters of Westerner Park policies.

• Engage in meaningful communication with clients, business units and contractors to build and maintain effective, professional relationships that facilitate creative planning and problem solving.

• Conduct site tours and prepare original, creative proposals tailored to address the needs of the client.

• Participate in the fulfilment of self-produced events as required by the Event Fulfilment Manager and the Internal Event Specialist.

• Engage in market specific activities that provide opportunities to drive business to Westerner Park and

• Assist in meeting specified revenue goals.

Event and Client Support

• Event Coordinators are required to be available to clients for their events, which necessitates a combination of on-call and onsite support.

• Work with the Event Delivery to ensure proper event set up, addressing any issues that may arise.

• Communicate all relevant information during handover to ensure seamless transitions with business units including in-person handover briefings and handover notes.

• Provide client tours of facilities.

• Liaise with event contractors, including exhibition builders, caterers and business units within Westerner Park.

• Balance client needs with the achievability of event logistics and venue standards.

• Complete Banquet Event Orders and all complementary paperwork.

• Efficiently address any client concerns, maintaining Westerner Park standards and policies, to the mutual satisfaction of the client and the organization.

• Support Event Fulfilment Manager and Internal Event Specialist with self-produced events including but not limited to Westerner Days.

Administration and Compliance

• Plan, organize, and manage daily event activities to achieve maximum client satisfaction by providing the highest standard of service during the entire event process.

• Initiate and follow through on the invoicing and billing process for all events, ensuring timely settlement of all accounts.

• Manage overall event profitability by maximizing revenue opportunities for both client and the organization, understand profit margins and expenses. Listed above

• Attend all Event Fulfilment meetings and general staff meetings as applicable.

• Coordinate with the finance team to assist in the Event Analysis process.

• Must follow all processes and procedures with the organization and the Event Fulfilment Division.– listed above

• Ensure applicable documentation is stored in the appropriate system for efficiency and consistency.

• Ensure deposits and invoicing are processed in a timely manner.

This role is expected to adapt to changes and take on other duties as required.

Benefits

• Competitive compensation packages

• Comprehensive benefit packages encompassing life, health, dental, and disability insurance. Extended benefits also include an RRSP matching program.

• Recharge your batteries with ample paid time off and annual vacation, ensuring you have the time to explore and recharge.

• Contribute to a non-profit agricultural society and exposition association, making a positive impact on the community

• Immerse yourself in a vibrant culture that makes work enjoyable, allowing you to witness the excitement of Westerner Park events

• Elevate your skills with tailored professional development initiatives and internal growth pathways.

• Enjoy fantastic perks, including exclusive staff discounts and participation in the Perkopolis Discount Program

• Experience firsthand our commitment to a flexible and understanding workplace, where work-life balance isn’t just a buzzword – it’s a way of life

Qualifications

• Post-secondary education in business, events, or related program; or equivalent experience.

• A knowledge of businesses, events, community groups and Ag events in the Central Alberta area and other areas within Canada.

• Preference to 4-5 years' experience in proactive sales, event planning small-large scale events.

• Able to demonstrate the ability to maintain composure during fast paced and stressful situations.

• Excellent organizational, communication and interpersonal skills; a strong team player.

• Strong computer skills and desktop publishing experience (Microsoft 365 programs) working knowledge of AutoCAD and CRM (EventPro) is an asset.

• Strong customer service and troubleshooting skills.

• Ability to effectively communicate both verbally and in writing.

• Strong attention to detail.

• Ability to communicate sensitively, tactfully, diplomatically, and professionally at all times.

Explore working at Westerner Park, where our culture, hospitality, and atmosphere cater to everyone. Join us in creating memorable moments. Realize your potential and apply now to start your extraordinary story with us.

Affiliation: Member of the Westerner Employees Association

Compensation: $45,988.80 to $56,201.60 annually

Thank you for your interest in Westerner Park. We look forward to reviewing your application.

Westerner Park welcomes all applicants for this position. Should you be individually selected to participate in an assessment or selection process, accommodation is available upon request in relation to the materials or processes to be used.