Event & Meeting Coordinator

4 weeks ago

Toronto, Canada Board Of Governors of Exhibition Place Full time

Exhibition Place is Canada’s largest entertainment venue, attracting over 5.5 million visitors a year. The 192-acre site is an integral component of Toronto and Ontario’s economy, particularly with respect to conventions, sport, festivals, recreation, culture, and tourism. Located at Exhibition Place is the award-winning Enercare Centre, Canada’s largest exhibition and convention centre which is now LEED Platinum certified, and Beanfield Centre conference venue which is LEED Silver certified. Since 2004, Exhibition Place has undertaken an environmental stewardship initiative, entitled GREENSmart; which includes the promotion of sustainable development, environmental initiatives, and leading edge green technologies and practices across the site. Our environmental initiatives have resulted in award-winning recognition across North America, such as the Platinum Waste Minimization Award from the Recycling Council of Canada, and have established Exhibition Place as a world leader in energy-efficient technologies.Our compensation package offers a competitive salary and pay-for-performance incentives. In addition, our total rewards program includes participation in OMERS - defined benefit pension plan, 100% employer paid health & dental plan, long term & short-term disability coverage, professional development opportunities, and tuition reimbursement.Reporting to the Event Services Manager the, Event and Meeting Coordinator coordinates and oversee all event operational activities and delivery of services to all events held within the Convention Centre and in all event spaces at Exhibition Place.

**Major Responsibilities**
- Primary client contact for all stages of event planning from license agreement execution to on site event execution, preparation of service estimates and/or quotations for services and review with manager for approval.
- Create ESO, including scripting all service orders and change requests, and track implementation from all departments.
- Interpret client service requirements and assign venue specific department utilizing Ungerboeck software.
- Accountable for on time delivery of services and quality assurance of services provided by a cross-functional service team including but not limited to; food and beverage, AV production, housekeeping, labour, ICT technologies, parking, security, and various unionized trades
- Manage project timelines, using Ungerboeck software, create, track and monitor all event planning tasks relating to event production, logistics, license and compliance, forecasting, budgeting, and event reconciliation while ensuring major deliverables and key dates are met to ensure event success,
- Liaise with multiple client contractors and suppliers as well as unionized and non-unionized venue staff ensuring delivery of scheduled services with high standards of work quality..
- Market rental items, equipment, and services available through Exhibition Place and ensure all items are provided as described and agreed to.
- Create floor plans for meeting space in Beanfield Centre, and internal community events
- Ensure compliance of fire code, building code, occupational health & safety act, and venue regulations. Liaise with venue Safety Engineering and Fire & Life Safety Coordinator to ensure event is in compliance with fire and life safety requirements, including supporting safety audits.
- Ensure all necessary permits and licenses are in place for effective and safe venue operations
- Prepare pre/post event venue inspection reports, assess damage, and prepare reports and estimates for billing and/or insurance purposes.
- Ensure all collective agreements are followed during event occupancy, and provide conflict resolution support to mitigate labour grievances during event periodSupport Sales team for site inspections/tours of contracted space, and coordinate pre and post con meetings with clients and internal departments.
- Perform other duties as assigned.

**Beneficial Qualifications**
- Experience utilizing customer, facility, or project management software (eg; Ungerboeck EBMS, Salesforce, etc). Working knowledge of facility management software is an asset.
- Demonstrated knowledge and ability to interpret collective agreements, and applicable codes, standards, guidelines and government legislation specifically the Occupational Health & Safety Act, Ontario Fire Code, Ontario Building Code, and Workplace Hazardous Material Information System

**Required Qualifications**
- Certificate or post-secondary credential in Facility or Event Management, another discipline pertinent to the job function, or equivalent combination of education and experience.
- Experience dealing with management of events or complex projects.
- Experience in directing staff in an event or entertainment environment.
- Experience managing a diverse portfolio of client portfolios simultaneously.
- High Proficiency utilizing modern software packages (eg; Microsoft Office Suite, PDF Editors)
- Possess a

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