Facility Event Coordinator

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.

• 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.

• 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.

• Excellent customer service skills with the ability to creatively balance the needs of the organization and client…