Events and Groups Coordinator

2 weeks ago

Toronto, Canada Illuminarium Experiences Full time

**WHO WE ARE**

Illuminarium Experiences is a state-of-the-art entertainment venue designed to transport guests into incredible immersive experiences. Inside guests can journey through the looking glass into Wonderland, leave their footprints on the moon, walk among elephants on an African Safari, or discover the world of Lite-Brite with thousands of colorful lights. In addition to its captivating experiences, Illuminarium serves as a premier event destination, hosting unique events such as live sports programming and an immersive nighttime bar, as well as customizable private events tailored to our clients' specific needs.

**THE ROLE**

**ESSENTIAL FUNCTIONS**
- Provide administrative support for event planning, including maintaining calendars, booking resources, and coordinating logistics.
- Assist with event pre-work, such as preparing documentation, communicating with clients, site visits, vendor management, orders, and managing event checklists.
- Act as a point of contact for onsite events, ensuring all client and guest needs are met.
- Coordinate event setup, including liaising with vendors, managing equipment, and troubleshooting any issues during events.
- Collaborate with internal teams (operations, AV, marketing) to ensure smooth event execution.
- Assist in curating prospecting lists for respective managers.
- Maintains clean and organized storage facilities, while keeping accurate inventory counts of all supplies
- Track and document event details and outcomes, maintaining accurate records for future reference.
- Assist with post-event activities, including invoicing, feedback collection, and reporting.
- Support group bookings, coordinating schedules and special requirements for group visits.

**PHYSICAL DEMANDS (WITH OR WITHOUT ACCOMODATIONS)**
- Job functions require a mix of standing, walking, and bending, and being on feet for long periods of time.
- Use of computers, tablets, smart phones, and other electronic equipment.
- Ability to lift, push, or pull 10-20 pounds regularly, and occasionally up to 50 pounds (with assistance).
- May need to lift up to 30 lbs. overhead occasionally.

**WORK ENVIRONMENT**
- Occasional work outdoors may be required.
- During the course of regular shifts or during special events, Team Members at times may experience prolonged exposure to the following: flashing light sources that may rapidly change in intensity, effects that would undermine normal visual perception, loud music and sound effects, vibrations from audio and haptic systems, manufactured scents, and smoke and fog effects.

**QUALIFICATIONS**
- Minimum 1 year of experience in event coordination, hospitality, or a similar administrative role.
- Excellent organizational and multitasking skills, with attention to detail.
- Strong communication skills, both written and verbal.
- Ability to work flexible hours, including evenings, holidays, and weekends, as required by event schedules.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and event management software.
- Ability to thrive in a fast-paced, team-oriented environment.
- Must have strong leadership skills
- Must be positive/solution oriented.
- Ability to prioritize, manage multiple projects and effectively perform within tight time constraints.
- Ability to deliver gracious hospitality, excellent customer service and work with a variety of personalities
- Must be able to sit and/or stand for extended periods of time
- Must be able to move quickly through work and set the pace in the office
- Must be able to push and lift up to 25 lbs

**Preferred Qualifications**:

- Experience in a venue or attraction setting is an asset.
- Degree in Hospitality Management or similar.
- Knowledge of event management platforms or CRM systems (Tripleseat and Social Tables).
- Disclaimer: This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the current job or to require that other or different tasks be performed when circumstances change, (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments)._
- Illuminarium Experiences is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or genetic information._

Pay: $20.00-$25.00 per hour

Expected hours: 36 - 40 per week

**Benefits**:

- Dental care
- Life insurance
- Paid time off
- Store discount
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Every Weekend
- Holidays
- Monday to Friday
- Night shift

Application question(s):

- Are you willing to undergo a background check?

**Experience**:

- Event Coordinating: 2 years (required)

Work Location: In person

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