Facility Event Coordinator

Creative City Network of Canada; Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

City of Toronto is seeking an experienced events coordinator to support meetings, events and film shoots across City Hall and Old City Hall. You will coordinate logistics, planning, execution and evaluation, reporting to the Supervisor, Customer Support Services.

You’ll manage room bookings, permits, contracts, budgets and staff, liaise with staff and stakeholders, and ensure compliance with policies and safety regulations during peak event periods.

Qualifications

• Extensive experience coordinating large events, meetings and film shoots.
• Experience with technical components and resources for events and shoots.
• Contract administration and stakeholder relationship management in a political environment.
• Clerical/administrative experience.
• Experience scheduling, directing and training staff in a unionized setting.
• Proficiency with MS Office, CRM, booking systems and project management tools.

Responsibilities

• Coordinates and oversees meetings, events and film shoot logistics from planning to evaluation.
• Reviews and administers events, applications, permits, contracts, deposits, invoices and refunds per policies.
• Maintains data and records across software applications and operates office equipment.
• Manages room bookings, schedules and inventories using a computerized system.
• Coordinates technical components and resources for large scale events and shoots.
• Conducts venue tours to assess feasibility and staffing needs.
• Liais es with staff, City Councillors, Mayor, clients and stakeholders in a sensitive environment.
• Responds to inquiries and resolves issues promptly and professionally.
• Provides guidance to staff and plans work routines and schedules.
• Acts as division representative at meetings and ensures compliance with regulations.

Skills

Event coordination

Film shoot logistics

Contract administration

Stakeholder relationships

Clerical experience

Staff supervision

MS Office

CRM tools

Booking software

Project management

Active Net

Tools

MS Office

Active Net

CRM tools

Booking software

Project management tools

Job description

Job Summary

Reporting to the Supervisor, Customer Support Services. This position will coordinate events, film shoot logistics meetings etc., including, planning, execution, and evaluation, at City Hall and Old City Hall.

Major Responsibilities

• Coordinates and oversees meetings, events and film shoot logistics including, planning, execution and evaluation.
• Reviews, prepares, approves and administers events, film shoot applications, meetings, plans, permits, contracts, payment deposits, invoices and refunds while ensuring all are in accordance with policies, bylaws, regulations and applicable legislation. Signs documents as a representative of the corporation.
• Operates computers and various office equipment. Utilizes, maintains and updates data and records on a variety of software applications.
• Reviews and approves room booking activities, coordinates and maintains event, meeting and film shoot schedules, inventory, and information. Oversees client accounts using a computerized booking system.
• Coordinates technical components and resources required to facilitate large scale meetings events and film shoots.
• Conducts venue tours for potential clients to determine feasibility of event, meeting and/or film shoot facilitation and to determine staff and resource requirements.
• Liaises with and maintains positive working relationships with staff, other divisions, City Councillors and Mayor, clients, the public, agencies, contractors, other levels of government and stakeholders in a politically sensitive environment.
• Responds to business or operational enquires, complaints and concerns both orally and in writing. Takes appropriate actions to ensure timely and professional resolution.
• Provides coordination, work direction, training and guidance to assigned staff. Plans and organizes work routines, procedures and schedules staff.
• Coordinates and attends meetings and acts as the division and/or unit representative.
• Monitors and maintains excellent work delivery and standards. Reviews processes, procedures and policies to ensure accuracy, timeliness, effectiveness and safe delivery, identifying and implementing any necessary modifications.
• Inspects and maintains resources and inventory on a scheduled basis. Ensures materials, equipment and supplies are available, clean and in safe working order. Prepares requisition forms for equipment orders and work orders for repairs.
• Contacts suppliers for event resources and inventory as required and in accordance with the City's purchasing policies and procedures.
• Performs specialized administrative tasks, including preparation, research, review, compilation and coordination of a variety of documents, reports, evaluations, statistics and processes. Analyses and compiles data for forecasting/budget. Prepares and presents presentation materials.
• Coordinates Corporate Communication requirements and monitors and maintains website content for the Unit.
• Monitors the work of staff and contractors ensuring all work is performed in compliance with all legislative regulations, including WHMIS and the Occupational Health and Safety Act. Escalates issues to Supervisor.

Key Qualifications

• Extensive experience in large scale meeting, event and film shoot production and management.
• Considerable experience working with the technical components and resources required to produce and support large scale meetings, events and film shoots.
• Considerable experience in contract administration, Client coordination as well as establishing and maintaining positive stakeholder relationships in a politically sensitive environment.
• Considerable clerical/administrative experience.
• Experience scheduling and providing work direction, training, guidance and support to staff in a unionized environment.
• Experience using a variety of computer software applications, including MS Office (Word, Excel, Teams and PowerPoint) Outlook E-Mail and computerized permitting systems (i.e. Active Net). Experience with Customer Relationship Management tools, Booking software and Project Management tools.

You must also have

• Excellent customer service skills with the ability to creatively balance the needs of the organization and client against the available resources.
• Ability to multi-task and effectively carry out the various duties of this position, with minimal direction in a fast-paced environment.
• Ability to identify inefficiencies and apply sound problem-solving and decision-making skills to develop effective solutions.
• Ability to work independently and cooperatively with others in a multidisciplinary team environment.
• Detail-oriented with excellent organizational skills.
• Ability to apply marketing, negotiation, report writing, and project management skills.
• Ability to communicate effectively, both orally and in writing.
• Ability to manage time effectively and maintain flexibility within the assigned portfolio.
• Knowledge of policies, procedures, regulations and legislation related to meeting, event and film shoot coordination.
• Ability to work evenings and weekends as required to support operational requirements i.e. peak event periods.

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.