Event Coordinator, BCP

PavCo; Vancouver; On-site; CAD 53,000 - 66,000; Full time

Job summary

PavCo is seeking an Events Coordinator to provide administrative, coordination and operational support to the Evets team for BC Place events. You will work under the Senior Manager, Event Operations, aiding across the event lifecycle and ensuring timely, accurate planning and documentation.

You will collaborate with internal departments, clients and suppliers in a fast-paced stadium environment. The role requires strong organizational and communication skills, attention to detail, and

Qualifications

• Diploma or certificate in Event Management or related discipline.
• 2 years experience in event coordination or related field.
• Proficiency with Microsoft 365 and standard office software.

Responsibilities

• Provide administrative and coordination support to the Senior Manager, Event Operations, Senior Event Managers and Event Managers.
• Support the planning and administration of events from initial assignment through post-event follow-up.
• Maintain accurate event information, timelines, contact lists, action items and planning records.
• Create, update and maintain events in Momentus in accordance with established procedures.
• Input, update and track service orders and event requirements in Momentus.
• Assist with the preparation, review and distribution of event estimates and event-related financial information.
• Coordinate event planning meetings, client meetings, briefings, debriefs and other event-related meetings.
• Prepare agendas, meeting materials, minutes, action logs and follow-up communications.

Job description

The Events Coordinator provides administrative, coordination and operational support to the Evets team and contributes to the effective planning and delivery of events at BC Place.

Reporting to the Senior Manager, Event Operations, the Events Coordinator supports the Senior Manager, Senior Event Managers and Event Managers across the event lifecycle. This role is responsible for maintaining event information, coordinating meetings and documentation, support Momentus administration, tracking event requirements and helping ensure that event planning activities are completed accurately and on time. The Events Coordinator will also deliver some stadium events to support the overall Events team.

The Events Coordinator works closely with internal departments, promoters, clients, suppliers and event staff. This position requires strong organization, attention to detail, communication skills and the ability to manage multiple priorities in a fast-paced event environment.

KEY RESPONSIBILITIES:

• Provide administrative and coordination support to the Senior Manager, Event Operations, Senior Event Managers and Event Managers
• Support the planning and administration of events from initial assignment through post-event follow-up
• Maintain accurate event information, timelines, contact lists, action items and planning records
• Create, update and maintain events in Momentus in accordance with established procedures
• Input, update and track service orders and event requirements in Momentus
• Support the collection and organization of information required for event estimates, service orders, invoicing and settlements
• Assist with the preparation, review and distribution of event estimates and event-related financial information
• Track outstanding event requirements, approvals, decisions and action items
• Coordinate event planning meetings, client meetings, briefings, debriefs and other event-related meetings
• Prepare agendas, meeting materials, minutes, action logs and follow-up communications
• Support the preparation and distribution of event-specific documentation, including runsheets, event details, floor plans, flow maps, building sets, activation plans, food and beverage requirements and merchandise footprints
• Assist with the development and maintenance of the team member Event Guide
• Support the preparation and maintenance of season event plans
• Coordinate the collection of event statistics, attendance information, demographic information and post-event data
• Support demographic analysis by gathering information from internal departments, clients, promoters and subject matter experts
• Maintain organized electronic and physical event files in accordance with BC Place standards
• Support the distribution of approved event information to internal departments, clients, suppliers and event staff
• Assist with tracking event changes and ensuring updated information is communicated to affected stakeholders
• Support the preparation of event schedules, deadlines and planning calendars
• Assist with the coordination of activations, food and beverage requirements, merchandise footprints and other event-specific operational details
• Maintain confidentiality of client, financial, operational and event information
• Act as the event lead on assigned events, ensuring planning and delivery are seamless and in line with event management practices
• Perform other duties as assigned

EDUCATION:

• Diploma or certificate in Event Management, Hospitality, Business Administration or a related discipline preferred
• Equivalent combination of education, training and experience may be considered
• Training in project coordination, event administration or business systems considered an asset

MINIMUM EXPERIENCE:

• 2 years experience
• Experience in event coordination, hospitality, venue operations, administration or a related field
• Experience coordinating meetings, schedules, documents and multiple deadlines
• Strong attention to detail and ability to maintain accurate records
• Experience working with event management systems, databases or project management tools considered an asset
• Experience supporting financial administration, estimates, invoices or settlements considered an asset
• Strong written and verbal communication skills
• Ability to organize and prioritize multiple tasks in a fast-paced environment
• Proficiency with Microsoft 365, including Word, Excel, Outlook and Teams
• Ability to work flexible hours, including evenings, weekends and holidays when required
• Commitment to service excellence and BC Place values

The salary range for this position is $52,678 - $65,847

• Offers will be in line with PavCo's internal pay equity and qualified candidate's experience and education.
• Salary discussion and overall compensation package will be presented during initial phone interviews.