Event Coordinator

2 months ago

Red Deer, Canada Westerner Park Full time

Ignite a meaningful career at Westerner Park where boundless opportunities, growth, and fulfillment await YOU. Westerner park is currently seeking an Arena Operator I to join our team. In this role, you’ll be doing the following:
**Core Functions**
- Responsible for serving customers in person, online and via the telephone to assess and fulfill their event needs to the highest standards of satisfaction
- Respond to all client & event requests including organizing, communicating, and executing changes to function space, staffing, service requirements, and access.
- Interacts with customers to provide information in response to inquiries about venues and services, handle and resolve complaints while maintaining a friendly, professional relationship.
- Follows all Westerner Park procedures and policies when providing customer service.
- Participates in all assigned training, setting, and meeting personal goals to ensure that the sales of Westerner Park services and venues are maximized by fulfilling the customer's determined needs.
- Maintain a firm grasp on the next year of events and understand the cycle in order to pre-plan and rebook events.
- Utilize knowledge of the event calendar when booking in new clients to ensure no double booking is occurring and calendar cycles appropriately.
- Understands your role as a brand ambassador and provides positive brand experiences to all customers.

**Client Service Relations**
- Balance client needs with the achievability of venue standards and event logistics.
- Aligns client profile with the appropriate services and venues.
- Achieves personal and team related revenue goals.
- Ensures business is turned over properly and in a timely fashion for proper service delivery in accordance with Westerner Park standards.
- Establish and maintain a friendly, professional working relationship with new and existing clients.
- Communicating contractual agreements and terms within the parameters of the pricing schedule.
- Contribute to overall revenue goals to include food & beverage, meeting room rental, and box office.
- Coordinating with other business units to enter and maintain upkeep of the CRM event booking system called EventPro
- Act as customer liaison between customer and business units when necessary.
- Must work closely with the Event Manager in processing events, contracts & entering detailed information into EventPro while contributing to all revenue goals.
- Determine the customer's needs and resolve them taking into consideration all available options.
- Research and resolve customer problems, acting as the customer liaison between business units and customer when necessary.
- Exercise creativity, discretion and independent judgment in determining how to assemble an event to suit each customer's taste.
- Give full attention to what customers are saying, take time to understand the points being made and ask questions as appropriate.
- Conduct site visits and prepare original, creative proposals tailored to address the needs of and to impress the customer.

**Event and Client Support**
- This position requires you to be available for your events, a combination of on-call and onsite support as necessary. Working with the Event Delivery Supervisors to ensure proper event set up and addressing any issues that may arise.
- Communicate all relevant information during handover to ensure seamless transitions with team members including in-person handover briefings and handover notes.
- Provide client tours of facilities.
- Liaise with event contractors, including exhibition builders, caterers and business units within Westerner Park.
- Liaise with and handle arrangements for speakers, entertainers, exhibitors and delegates as requested by the client and/or Event Manager.
- Balance client needs with the achievability of event logistics and venue standards.
- Complete event information forms and assist customers with the appropriate course of action.
- Follow procedures and processes as directed within the Event Services team regarding client complaints and reviews.
- Support Event Manager with self produced events including but not limited to Westerner Days.

**Administration and Compliance**
- Responsible for booking inquiries for events, but not limited to - tradeshows, banquets, weddings, funerals, graduations, Ag Events, conferences and meetings.
- Plan, organize, and manage daily event activities to achieve maximum client satisfaction by providing the highest standard of service during the entire event process.
- Manage overall event profitability by maximizing revenue opportunities for both client and the organization, understand profit margins and expenses. Listed above
- Attending all Event Service meetings and general staff meetings as applicable.
- Work collectively with other business units to ensure appropriate information is provided in relation to the event cycle listed above
- Coordinate with the finance team to assist in the Event Analysis process.
- Mus

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