Program Coordinator, Downtown Oakville Bia

6 months ago

Oakville, Canada Town of Oakville Full time

**Program Coordinator**:
**Location**: Downtown Oakville Business Improvement Area, Oakville, Ontario**:
About the Position: Join the dynamic team at the Downtown Oakville Business Improvement Area (BIA) as a Program Coordinator. We are looking for a proactive, organized, and dynamic individual to support a wide range of programs including volunteer coordination, community fundraising initiatives, and event execution. This role is perfect for someone who thrives in a fast-paced environment and is passionate about community development.

**K**ey Responsibilities**:
Event Coordination:

- Support the planning and execute all aspects of BIA-hosted and partnered events, including on-site coordination to oversee operations, event setup, and dismantling, ensuring successful execution that meets community and business objectives.
- Handle event permitting with the Town and assist in the planning and execution of Member Socials and Networking events.

Program Management:

- Volunteer Program Management:

- Develop and manage the BIA’s volunteer program, including recruitment, training, scheduling, and retention of volunteers for various community and BIA events.
- Community Fundraising Program (Tip Tap):

- Oversee the execution and expansion of the Tip Tap community fundraising program, including strategy development, stakeholder engagement, and financial management.
- Gift Card Program Management:

- Manage the day-to-day operations of the Gift Card program, focusing on bulk sales to realtors, employers, and other key groups.
- Maintain relationships with service providers like Miconex and oversee the execution of click to collect orders.

Customer Service:

- Deliver exceptional customer service, responding to inquiries and resolving issues promptly.
- Monitor and engage with the community via the BIA’s social media platforms, ensuring consistent and positive communication.
- Create dynamic content for use on social media platforms and manage daily story content.

Marketing Support:

- Distribute and manage marketing materials, including posters, calendars, postcards, and decals, ensuring businesses are well-equipped for promotions.
- Maintain and update promotional displays in key locations like Towne Square and manage logistics for material pickups and contest prize distributions.
- Collaborate with businesses to coordinate marketing activations and ensure timely availability of necessary materials.

Website and Membership Management:

- Perform regular updates to the BIA website, including editing content, updating event details, and ensuring the site remains attractive and functional.
- Maintain website business listings and update member contact and site member profiles.
- Prepare Member promotional and program materials such as Welcome boxes for new businesses.
- Assist in preparation of Welcome to the Neighbourhood and membership blogs.
- Maintain shared spreadsheets for permits, new businesses, and vacancies.

Beautification:

- Assist with location mapping for beautification programming.
- Coordinate the organization and installation of beautification projects, monitoring throughout installation periods.
- Optimize the layout of beautification items within the storage facility for easy access and efficient preparation for installations.
- Participate in researching additions to the beautification program, such as lighting components and streetscape furniture.

Administrative Support:

- Manage office supplies inventory and place orders as necessary.
- Prepare and distribute minutes from board meetings.
- Maintain the inventory assets list and assist in the annual inventory audit process by organizing receipts and invoices.
- Assist with cheque requests, coordinate cheque signing with Board members, handle bank deposits, and process bi-weekly payments for CRA and Visa bills.

**Qualifications**:

- Post Secondary Education
- Proven experience in program coordination, event planning, or a similar role, preferably within a non-profit or community-focused organization.
- Excellent organizational and project management skills with a capability to manage multiple projects simultaneously.
- Strong communication and interpersonal skills, with a proficiency in digital communication tools and social media platforms.
- Experience with content management systems; experience with WIX is an asset.
- Ability to work flexibly, including evenings and weekends as required for events and program activities.

Working Conditions:

- This position operates within a lean team in a fast-paced office environment
- Salary range $50-$60K

**HOW TO APPLY**:
We thank all applicants for taking the time to submit their resume and cover letter and advise that only those selected for an interview will be contacted. No phone calls please.

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