Logistics & Event Coordinator

2 weeks ago

Kitchener, Canada Conestoga College Full time

Requisition Details

**Job Title**:
**Logistics & Event Coordinator**

**Requisition #**:
**23-031R3**

**Campus**:

Doon

**Department**:

Facilities Management

**Payband**:

H

**Starting Rate**:

$33.38

**Payband Range**:

$33.38 - $38.75

**Hours/Week**:

37.5

**Posting Date**:

Thursday, May 18, 2023

**Closing Date**:

Thursday, May 25, 2023 at 11:59 PM EST

**Vacancy Type**:

Support Staff - Full-time

Support Staff Full-time New Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

With a high level of independence, the Logistics and Event Coordinator provides expertise in planning, coordinating, and overseeing a variety of Facilities’ responsibilities. The incumbent plays a key role in the organization, execution, and task assignment for logístical projects, department moves, and College events. The incumbent makes certain that information regarding projects and events is gathered accurately and resources are allocated effectively to ensure the successful completion of projects and smooth delivery of services.

In working towards Conestoga’s commitment to the safety and well-being of all staff and properties, the incumbent will be active in adhering to and remaining relevant to Health and Safety legislation and regulations.

**Responsibilities**:
**Assists in the development and execution of approved special events, meetings, and/or conferences**:

- Planning and facilitating all logístical requirements for College functions
- Coordinating with internal and external clients, vendors, Facilities, and other departments pertaining to review, approval and preparation for special events and liaising between parties
- Developing, designing, and implementing of automated special events submission process by using MS Forms, Power Automate, and other Office 365 apps
- Certifying functions are in full compliance with legal, insurance, and health & safety regulations
- Making recommendations to clients to ensure the event conforms with codes, regulations, and acts related to fire, building, liquor, AODA, etc.
- Developing and monitoring shared Outlook special events calendars, informing Facilities logistics staff and coordinators of upcoming events
- Overseeing client experiences from conception through post-event, handling on-site preparations, and event breakdown, ensuring consistent, high-level service throughout all phases of event planning
- Developing communications and correspondence ensuring clients and other stakeholders understand event details and expectations
- Distributing disruption notices and other communications in a timely manner to achieve event success
- Negotiating with vendors to achieve the most favourable terms and prices to meet strict deadlines and budget demands

**Represents the department as logistics, relocations, and move coordinator/projects**:

- Working with Construction Services, Trades, and Maintenance department members to understand and document requirements
- Preparing planning documents based on requirements, and researching and evaluating new ideas/service models
- Providing input in the development of budget and expenditures
- Creating purchase requisitions and receiving invoices for Manager’s approval
- Preparing schedules and ensuring works/logistics are performed according to College timelines
- Allocating tasks to Facilities logistics staff, providing guidance and directions to ensure that moves are performed within defined plans, specifications, and deadlines
- Engaging with contractors and ensuring contractor’s proposed works meet the project scope, college requirements, industry standards, procedures, and policies
- Participating and guiding contractors when on-site visits and actively involved with commissioned work
- Preparing documentation for operating procedures, checklists, and best practices related to logístical elements
- Examining furniture inventory levels to anticipate future supply and logístical needs
- Maintaining and updating inventory counts and analysing data to troubleshoot quantity discrepancies between stock and records
- Acting in accordance with Procurement Services for the administration of asset donations through research of local non-profit organizations, communicating and building relationships with donors
- Keeping documentation and software systems current (i.e. Archibus, SharePoint folders, budget binders, asset management plan)
- Developing and monitoring logistics-related metrics to provide reports to customers and the management team

**Providing Support to Department**:

- Reviewing received documentation including special event forms, rental agreements, and certificates of insurance to ensure that hosts and vendors are compliant with the College policies and requirements
- Liaising with contractors to arrange for work that requires their attention and ensuring standards are withheld related to their c

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