Operations and Venue Coordinator

6 months ago


Victoria, Canada Horticulture Centre of the Pacific Full time

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**Operations and Venue Coordinator**

**ABOUT THE JOB...**

The Operations and Venue Coordinator should be a high-energy professional who is proactive and self-motivated with a demonstrated ability to think and plan strategically. Ideally, a qualified Operations and Venue Coordinator of a Non-profit will wear many different hats and have experience in the different facets critical in NPO’s: finance, administration, and operations. An Operations and Venue Coordinator is not an hour-counter but works the hours necessary to hit their goal. This role will be under the direct supervision and work closely with the General Manager.
- Assist the GM to supervise day-to-day Logistics and operations.
- Front Desk staff member on Thursdays plus vacation coverage.
- Assist the GM with all financial duties.
- Works to assist the General Manager (GM) to lead and inspire a seasoned team of employees to meet organization goals and deliver impeccable & consistent guest service quality and capacity.
- To direct the set up/takedown and manage weddings and events in the facility at an excellent level while maintaining and abiding by all standards, policies and/or procedures set forth by our organization.
- Managing wedding and event bookings, including site visits, event quotes, and accounts management.
- Promotes a helpful and friendly environment to ensure guests arrive and leave with a great impression; turns challenges into opportunities; collaborates; brings positive attitude every day.
- Works closely with the GM to plan and accomplish revenue targets by action planning, communicating goals, and following processes and best practices.
- Ensures all cash handling policies, health and safety requirements, and building and equipment maintenance standards are meeting company and government standards in all aspects of operational and team day-to-day execution.
- Onsite vendor, supplier, technician contact as directed by the General Manager.
- Manage inventory of office and janitorial supplies, maintaining office systems and equipment including liaison with supplies, technicians and vendors.
- Strong communication skills and administrative experience in business accounting and correspondence

**Knowledge/Skills/Abilities**:

- Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
- Ability to prioritize and manage time and tasks with great accuracy and attention to detail.
- Ability to problem solve by using judgement, independent thinking and/or analysis.
- Ability to interpret policies and procedures.
- Experience in maintaining confidential and sensitive information.
- Ability to work independently with limited supervision, and as part of a team with the interpersonal skills to carry out this role effectively and efficiently.
- Wordpress, Canva and other software would be an asset.
- Ability to learn new computer software and technology as required.
- Excellent organization skills
- Excellent understanding of basic bookkeeping procedures
- Excellent written and verbal communication skills
- Professional demeanor
- Develops and maintains positive working relationships with others.
- Openly shares ideas and information.
- Assists guests and team members unprompted.
- Takes pride in the achievement of personal and team objectives.
- High customer service ethic - passionate about meeting customer expectations and improving service levels.
- Strong communication skills and administrative experience in business accounting and correspondence.

**Preferred Qualifications**:

- Strong organizational and project management skills, with the ability to multitask and prioritize effectively.
- Positive, can-do attitude, working effectively in a team environment.
- Ability to work flexible hours, including evenings and weekends as needed.
- Knowledge of and a passion for Non-profits.

**Experience**:

- This position requires a level of education, training, and experience equivalent to 3 years of experience working within a comparable environment including proven experience in an office administrative/event planning and coordination role, either in previous work or volunteer roles.
- Minimum 2 years using Accounting Software. (Sage is an asset)

**Why we love working here**:
We believe in people, communities and giving-back. That means flexibility when we can, health/dental benefits, meeting and collaborating with wonderful individuals, an eclectic work environment, extra-curricular summer gardening. It means contributing to original, unique, engaging projects with purpose. It means helping people in our community, creating a safe space, and being part of something bigger than ourselves.

**Schedule**:

- 37.5hour work week
- Wednesday to Sunday (plus vacation coverage)

Application question(s):

- Do you have a valid driver’s license?
- This is a full-time position - do you have any availability restrictions?
- How many years of experience do you have?
- What would excite



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