Event Services Coordinator

4 months ago

Saskatoon, Canada Saskatoon Funeral Home Edwards Family Centre Full time

The Edwards Family Centre and the Saskatoon Funeral Home is a locally owned, family business in Saskatoon, Saskatchewan. The importance of family and community are part of the fabric of the Wm. A. Edwards Family.

The Edwards Family Centre provide a premier place and service for all manner of gatherings be it following a Prayer Vigil, a traditional Funeral or Memorial Service as well as less formal Come & Go Events or a full Memorial Reception. The Edwards Family Centre also provides a place for educational and informative presentations, as well as regular or special meetings for community clubs, associations, churches, and social groups. The Centre fills a community need for access to services and support related to death and grieving and over the years has provided use of the facility to over 100 self-help, caregiving, bereavement and non-profit community groups and organizations.

We would love for you to join our team of dedicated professionals. Come work with us and enjoy a friendly work environment while helping others in a meaningful way every day.
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- **Roll**
- Oversee all aspects of coordination, planning, and execution of The Edwards Family Centre events, operations, and staffing
- Events include receptions, gatherings, meetings, workshops, and community events
- Coordination, planning, and execution of events held at other locations.
- Manage the day-to-day functions of the centre
- Nurture and build relationships with staff, vendors, and community contacts
- Maintain and meet strict schedules, deadlines, and stay within budget
- Ensure all aspects of the centre run smoothly

**Responsibilities**
- Scheduling of events
- Collaborate with internal staff, clients, and community to establish the requirements for events
- Review contract and discuss with Funeral Director for clarification and implementation
- Ensure all scheduled events are planned and staffed appropriately.
- Planning for events includes facility preparation, ordering food and catering, supplies, materials, and equipment
- Oversee experience from conception through completion; manage on-site preparations and ensure consistent, high-level service
- Manage vendor relationships, client communications, create and negotiate contracts, and manage budgets
- Coordinate the purchasing of supplies and/or goods and services
- Develop and maintain catering menus
- Organize, train, recruit, and supervise reception support personnel
- Communicates instructions to support personnel for set-up, work assignments, and clean-up
- Create and maintain adequate records including Scheduling Calendar, Operations Manual, Staff Manual, and Planning Manual
- Build and maintain a comprehensive database of vendors and community contacts
- Keep an updated supply and equipment inventory
- Expand event options by researching and bringing new ideas, options, and solutions forward
- Promotion of the Edwards Family Centre to the local community through regular and active engagement
- Maintain, organize, and promote Edwards Family Centre resource library
- Monitor appearance of the centre; ensure facility, equipment, and furniture is well maintained, clean, neat, and orderly at all times
- Contact building maintenance in the event of deficiencies or required maintenance
- Assist in identifying services, support, workshops, and programs related to death, grieving, caregiving, bereavement that may be a good relationship partner with the centre and the organization

**Skills and qualifications**
- Enjoys interacting with others with a courteous, helpful, friendly and caring demeanor
- Experience in some combination of community engagement, marketing, event planning, or customer service
- Proven success in scheduling, planning, coordination, and supervision
- Customer care focused and solution driven
- Experience in building and maintaining positive co-worker, staff, business, and community relationships
- Excellent organizational skills, including multitasking, time management, and attention to detail
- Ability to handle pressure and make good decisions quickly
- Experience in coordinating, managing, supervising, and training of teams
- Computer literate and proficient for administration of responsibilities

**Environment**
- Work is primarily indoors, may also include working outdoors during all seasons and weather
- Professional attire required
- Frequent continuous period of time sitting or standing up to 6 hours per day
- Frequently climbing stairs to access buildings
- Event hours do include nights and weekends. The coordination and supervision of weekend and evening events is required. If not in attendance to the event, the coordination and assignment of an Event Lead for the planned event is a requirement. A flexible work week schedule can be established.

Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of the organizati

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