Event Coordinator

1 month ago

Toronto, Canada University of Toronto Full time

**Date Posted**:06/15/2023
**Req ID**: 32024
**Faculty/Division**: UofT Scarborough
**Department**: UTSC:Miller Lash House
**Campus**: University of Toronto Scarborough (UTSC)
**Position Number**: 00036657

**Description**:
**About us**:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The University of Toronto Scarborough, operates the Miller Lash House a heritage venue catering to weddings, events and corporate meetings. It is open year round however during the period May to September a tent is erected to allow for larger sized groups. The revenue generation for the various events & services contributes to the support of the academic mission of the University.

**Your opportunity**:
Working under thedirection of the Manager, Miller Lash House, you will be responsible for acting as the first point of contact for general inquiries, resolving issues that may occur during weddings and events and escalating problems as required, determining logístical details and activities for internal and external events and programs, creating space layouts for weddings and events, liaising with internal and external clients to meet their needs and make recommendations on wedding and event logistics and options and prepare service contracts and invoices using templates. You will also provide routine information to wedding and event organizers and verify that wedding and event management guidelines and emergency protocols are maintained. As the Coordinator, you will also conduct post-event evaluation, analysis and recommendations for changes, disseminate customer surveys and collate and organize data for various reports.

**Your responsibilities will include**:

- Acting as the first point of contact for general enquiries, providing guided tours of facilities and providing routine information to event organizers.
- Analyzing client needs and making recommendations on event logistics and options & creating space layouts for events
- Coordinating and updating the schedule for program and event calendars
- Preparing service contracts and invoices using templates
- Liaising with internal and external service providers
- Resolving issues that may occur during events and escalating problems as required
- Collaborating on cost estimates
- Processing cash, debit and/or credit card transactions

**Essential Qualifications**:

- Bachelor's Degree in Hospitality or Events Management or acceptable combination of equivalent experience.
- Minimum three (3) years of related work experience coordinating weddings and events for internal and external clients.
- Demonstrated experience assessing preliminary risk levels based on defined criteria and established standards for weddings, events and programs.
- Demonstrated experience providing front-line customer service to a variety of clients (e.g. faculty, staff, students, external clients, vendors, etc.).
- Demonstrated experience coordinating and organizing logistics for weddings and events for internal and external clients.
- Experience conducting site visits.
- Strong computer skills with MS Office (Word, Excel) and experience updating and maintaining records.
- Excellent communication (both oral and written) and interpersonal skills.
- Strong service and results orientation, self-motivation and a quick learner.
- Demonstrated ability to work effectively both as part of a team, but also independently.
- Demonstrated ability to prioritize tasks and responsibilities, work well under pressure, meet strict deadlines and make sound judgments.
- Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

**Assets (Nonessential)**:

- Has a Certificate from Wedding Planners Institute training
- Has used space layout software
- Smart Serve Certificate
- Familiarity with University policies and procedures

**To be successful in this role you will be**:

- Adaptable
- Communicator
- Diplomatic
- Multi-tasker
- Organized
- Problem solver

**Additional Notes**:

- A copy of the full job description is available upon request from the UTSC HR Office.

**Closing Date**: 06/29/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Hospitality

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