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Coordinator, Rentals and Events

5 months ago

Montréal, Canada MUSEE McCORD STEWART Full time

Under the supervision of the Head of Marketing and Visitor Experience, the incumbent is responsible for managing room rentals and events that take place at the Museum.

**Duties and Responsibilities**

**Room rentals and partner events**
- In collaboration with the Head of Marketing and Visitor Experience, help develop the annual room rentals plan;
- Track key performance indicators (revenue, expenses, satisfaction) and produce a monthly report;
- Write communications for rentals and oversee their revision and translation (website, brochure, newsletter, etc);
- Provide impeccable customer service and follow-up as necessary (quotes, meetings, contracts, billing, satisfaction);
- Coordinate sponsorship agreements and ensure benefits are managed properly;
- Maintain a clean data list in the CRM (current customers, prospects, etc.);
- Provide internal coordination (room reservations, procedures, booking guards and technicians, etc.);
- As needed, represent the Museum at professional events.

**Internal events**
- Take part in brainstorming meetings for internal events;
- Coordinate suppliers (photographer, DJ, staff, equipment rental, etc.) as needed and negotiate contracts;
- Coordinate alcohol permit requests, buying drinks, equipment rental, etc;
- Provide internal coordination (room reservations, procedures, booking guards and technicians, etc.);
- Coordinate and help with set up and take down, and ensure the event runs smoothly;
- Track KPIs (number of participants, costs, satisfaction) and produce a monthly report.

**General**
- Update the expense report;
- Optimize practices and procedures;
- Coordinate interns’ work as needed;
- All related tasks.

**Employment Conditions**
- Full-time position; occasional work outside of regular hours for certain events; Probation period: 3 months;
- Starting date: as soon as possible;
- Competitive compensation.

**Qualifications and Profile Required**
- College or university education in marketing, communications, recreation, cultural organization management or other related training;
- Experience in event coordination and customer service (2 to 3 years);
- Good knowledge of the use of databases (Sugar CRM an asset);
- Mastery of Office Suite software (Word, Excel, PowerPoint);
- Bilingualism (French, English) and writing skills;
- Planning and organizational skills;
- Sense of responsibility and autonomy; ability to propose solutions;
- Thoroughness and attention to detail;
- Great facility with the public - politeness, diplomacy;
- Ability to work under pressure and in a team;
- Keen interest in heritage and cultural activities.