Rentals Event Assistant

Centre Church; Vancouver; Hybrid; CAD 40,000 - 55,000; Full time

Benefits offered by this job

Competitive salary

Inclusive, collaborative work culture

Downtown Vancouver office near transit

Job summary

Centre Church is seeking an organized events logistics specialist to support the execution of external rentals and internal church events in Vancouver. You will coordinate with vendors, manage schedules, and handle contracts, invoices, and post-event reports to ensure smooth operations.

The role involves on-site setup, staff supervision, and acting as a liaison between the Event Manager, staff, and external partners to keep events on track from planning through post-event evaluation.

Responsibilities

• Coordinate with vendors, contractors, and service providers to secure all necessary event equipment, services, and materials (e.g., catering, AV, decor, transportation).
• Prepare weekly work schedules in accordance with staffing guidelines and labor forecasts. Adjust schedules throughout the week to meet the business demands.
• Handle administrative duties such as preparing event contracts, invoices, and confirming details with clients and vendors.
• Ensure event timelines are followed and all materials or resources required are available and prepared in advance.
• Maintain the event calendar and track all critical deadlines, ensuring no tasks are overlooked.
• Supervision of staff contracted for events
• Act as a liaison between the Event Manager, staff, and external stakeholders during the lead-up to events.
• Assist in setting up the venue for events, including signage, seating, and equipment placement.
• Monitor event progress on the day of and assist with any last-minute changes or troubleshooting.
• Manage event-related documentation, including contracts, event reports, and post-event evaluations.
• Provide on-site support during events, helping with any operational needs and ensuring smooth transitions between event phases.
• Preparation of settlement estimate of all charges for the client, prior to departure before final invoice is sent.

Job description

This role provides logistical assistance for events once they have been booked, for external rentals and internal events. This includes managing the internal communication, handling the operational details, and supporting the team to ensure the smooth execution of events. This person is a key player in the back-end logistics of events, from assisting with vendor coordination to ensuring all event materials and staffing needs are met.

This individual will work closely with the Events Manager, other church staff, and external vendors to coordinate logistics and support the execution of events.

Responsibilities

• Coordinate with vendors, contractors, and service providers to secure all necessary event equipment, services, and materials (e.g., catering, AV, decor, transportation).
• Prepare weekly work schedules in accordance with staffing guidelines and labor forecasts. Adjust schedules throughout the week to meet the business demands.
• Handle administrative duties such as preparing event contracts, invoices, and confirming details with clients and vendors.
• Ensure event timelines are followed and all materials or resources required are available and prepared in advance.
• Maintain the event calendar and track all critical deadlines, ensuring no tasks are overlooked.
• Supervision of staff contracted for events
• Act as a liaison between the Event Manager, staff, and external stakeholders during the lead-up to events.
• Assist in setting up the venue for events, including signage, seating, and equipment placement.
• Monitor event progress on the day of and assist with any last-minute changes or troubleshooting.
• Manage event-related documentation, including contracts, event reports, and post-event evaluations.
• Provide on-site support during events, helping with any operational needs and ensuring smooth transitions between event phases.
• Preparation of settlement estimate of all charges for the client, prior to departure before final invoice is sent.

Details

Contract Length
Full Time Permanent

Location
On-site work in Vancouver, BC

Salary Range
$47,500 plus benefits

• Competitive salary commensurate with experience.
• Collaborative and inclusive work environment fostering creativity and innovation.
• Convenient Downtown office location close to public transportation

We thank all applicants for their interest. However, only those candidates selected for interviews will be contacted.