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Event Coordinator

POSITION SUMMARY

National has an opportunity available for a junior or mid-level Event Coordinator to help support the growth of our dynamic organization. This is a dual support role, reporting equally to the District Manager for National, who oversee these functions for the employees of National. The successful candidate will be expected to provide substantive administration and logistical support to the business development of the venue. A sharp aptitude for learning and information retention, with a strong multi-dimensional skillset are key to success in this role.

COMPENSATION

• Compensation package includes competitive hourly wage
• Performance-pay program and discretionary bonus eligibility
• Comprehensive extended health and insurance benefits package
• 2 weeks’ vacation to start
• 50% Company-wide food & beverage discount & access to frequent local business discounts/specials

DUTIES & ESSENTIAL RESPONSIBILITIES

• Execute the day-to-day departmental administrative duties, including but not limited to; tracking invoice payments, copying, mailing, gift card requests, thank you cards, etc.
• Handle all inquiry correspondence via email and phone within set standard response times.
• Responsible for administering the Reservations email during regular office hours.
• Support Event Planners with pre-event operational planning, client management, and administrative clerical support (contracts, billing, reports, collateral printing etc.) managed through Tripleseat.
• Assist the Event Planners by organizing, tracking and completing pre-event details including food & beverage event orders, tech/AV requirements, detailed floor plans, additional rental orders, invoicing, payment processing, permits, ticket distribution, etc.
• Assist with planning multiple events at once.
• Maintain accurate and professional communication with applicable venue Operations team members, both front of house and back of house, for upcoming events in terms of booking details, menus, set up, third party vendors and event logistics.
• Carry out any delegated tasks to facilitate executing events including set up and tear down.
• Maintain professional phone etiquette and craft appropriate email communications for both internal and external purposes on behalf of the Event Coordinator or Business Development Lead.
• Maintain successful and clear communication with clients to ensure accuracy of event logistics
• Work with other Concorde departments including Business Development to assist Event Planner and clients.
• Serve as a liaison for clients and provide upcoming event and post-deal support.
• As requested, assist the Business Development Lead and/or Event Planner to work event related tradeshows in order to seek new business – create mailing list gained from each event.
• Develop and maintain positive working relationships with current clients, suppliers, vendors, internal teams, co-workers and senior stakeholders.
• Use Workplace daily to communicate and promote events related information to co-workers.
• Usually work regular business hours; however, on-site event support is required when requested (may be evenings and weekends) especially during peak seasons.
• Provide ambassadorship for the company by positively representing it within head office, other venues and at company and public events
• Promote awareness of brand image internally and externally
• Keep appropriate dress and hygiene standards
• Collaboration and teamwork throughout all levels of the organization to drive shared success
• Compliance with the Concorde Standard Operating Procedures and Policies
• Ensure compliance with insurance, legal, health and safety obligations

QUALIFICATIONS, KNOWLEDGE & SKILLS REQUIRED
• Previous experience in a similar role with demonstrated success (1-2 years)
• Experience coordinating large-scale events
• Well organized with a keen eye for detail and the ability to identify, analyze and solve technical and theoretical problems
• Advanced writing and grammatical proficiency
• Recognized ability to build and maintain positive and collaborative working relationships with staff at all levels
• Integrity, discretion and judgment with tact and diplomacy on confidential matters
• Advanced skills with Microsoft Office Suite

BEHAVIOURS REQUIRED
• Strong focus setting and accomplishing priorities
• Excellent communication skills both written and oral
• Takes pride in their work and respects the responsibilities and time of others
• Knows how to maintain a work life balance that works for them and the business
• Lead by example on and off duty
• Passionate about the hospitality industry
• Easily build rapport
• High personal and business ethics driven by an authentic and caring personality
• Take ownership of duties, show initiative, proactive and learns from mistakes
• Naturally positive attitude, great personal hygiene, and a high level of deportment
• Possess good judgment and problem-solving mindset
• Tactful, uses discretion and keeps confidential information secure

Requirements

• Smart Serve
• Work Permit