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Onsite Events Coordinator

3 months ago

Victoria, British Columbia, Canada Bilston Creek Farm Full time
The Onsite Events Coordinator is responsible for the seamless execution of public and private events held at Bilston Creek Farm including, but not limited to: weddings, seasonal markets and attractions (such as Fire pits, Valentine's, Mother's Day, Father's Day, Halloween, Yuletide ), meetings, workshops, presentations, celebrations

The onsite event coordinator works in collaboration with the Events Manager who plans and schedules these events.

Location:
Metchosin, BC. In person.

Days:
most of the events happen on weekends. Friday, Saturday, Sunday Monday are the core work days. Another weekday/evening might be added to match the calendar of events.

Hours:
Flexible (hours may vary depending on events: some late evenings). Up to 40h/week, 8h/day.

Wages:
$20 to $23/h depending on qualifications and past experiences.

Start date:
immediately

ROLES AND RESPONSIBILITIES


The essence of this role is to execute events as planned by the Events Manager and to be the main point of contact for clients and visitors during events.


Venue setup/reset:

sets up the venue as described by the Events Manager in the Work Order and resets the property after the completion of the event.

Additional staffing for event setup/tear down will be provided. The coordinator is expected to lead and give directions to the event staff. Some physical work/lifting might be required.

Includes delivering laundry from tents to local laundromat immediately following events, based on a schedule set up by the Events Manager.


Farm aesthetics:
has the critical role of ensuring that the venue's presentation is pristine at all times.

The coordinator is expected to do some light cleaning where and when necessary and to take care of the plants around the property.

Seasonal and event specific decorations are also under the responsibility of the coordinator, who ensures that they are compatible with the character of the property.


Customer experience:

designs, creates and displays clear signage to guide the public and clients to the farm and on the property.


Visuals capture:

takes short videos and pictures of every event, uploads to the shared drive and organizes the files for easy search and retrieval.

Obtains credits and authorizations as needed.

Farm representative:

oversees the execution of all events from start to finish by being present and available to help clients, visitors, vendors, planners and event staff.


Is the first point of contact for phone enquiries on Friday's, Saturday's and Sunday's, answering questions and directing messages to appropriate staff.


Continuous improvement:

the coordinator carefully monitors the execution of each event, makes note of improvement opportunities and reports the findings back to the Event Manager and General Manager.


  • Enthusiastic, connects well with the public, and communicates effectively with coworkers and suppliers. Ability to make guests, clients and vendors feel welcomed.
  • Task and detail oriented
  • Excellent organizational skills have knowledge of the day's activities and schedule
  • Practical troubleshooting skills ability to come up with a creative solution to any problem that may arise
  • Professional appearance, attitude and communication to vendors, clients & guests
  • Reliable, on time and willing to be present on site to personally oversee the seamless execution of all events
  • Ability to coach and direct a small team with various levels of skills and experience

Job Type:
Part-time

Salary:
$20.00-$23.00 per hour

Expected hours:
per week

Benefits:

  • Casual dress
  • Onsite parking
  • Store discount

Flexible Language Requirement:

  • French not required

Schedule:

  • 8 hour shift
  • Weekends as needed

Ability to Commute:

  • Victoria, BC V9C 3Z5 (required)

Work Location:
In person