Event Vendor Coordinator

3 weeks ago

Vancouver, Canada Vancouver Christmas Market Full time

If you have lived in Vancouver for a while, chances are high you have been to the Vancouver Christmas Market. Now in our 14th season, our authentic outdoor German Christmas Market features unique holiday shopping, seasonal entertainment, and delicious traditional food and drinks. Located in the downtown core of Vancouver, at Jack Poole Plaza, the Christmas Market will be open to the public daily from mid-November to December 24.

**Full-Time Contract Opportunity - Event Vendor Coordinator**

The Vancouver Christmas Market is seeking a driven and enthusiastic individual with event-related logístical experience. Reporting to the Vendor Manager or the President when Vendor Manager is on leave, the Event Vendor Coordinator will oversee the vendor operation from recruitment, planning, set up and move out, maintaining proper functionality of all vendor huts at VCM, and other vendor-related duties as assigned.

This position is a Maternity Leave Coverage for 9-month full-time contract from May 15, 2024 to January 31st, 2025 with the possibility to extend after January. It is a combination of home office and office days, becoming full time in office & on-site from late summer to the end of the season.

**Roles and Responsibilities**

Coordinate Vendor Services:

- Coordinate vendor services and infrastructure throughout the planning, event, and move-out phases.
- Work closely with the Operations Team to coordinate the production schedule of vendor move-in and move-out, ensuring efficiency and adherence to timelines.
- Act as the primary contact for all vendors, addressing inquiries, concerns, and providing support as needed.
- Conduct daily check-ins with vendors during the market to address any issues and ensure their overall satisfaction.
- Information Management: Collect and maintain all necessary vendor information prior to the event, ensuring completeness and accuracy.
- Ongoing recruitment of new and potential vendors.

Marketing Collaboration:

- Collaborate with the marketing team to ensure continuous engagement of vendors in promotional activities.
- Contribute to the creation of newsletters during the event to highlight vendors and promote their offerings.

Vendor Sales and Strategy:

- Report vendor hut sales and analyze performance data.
- Assist vendors in reaching their best potential by strategizing on menu items, pricing, and providing advice on display techniques.
- Collaborate with vendors to set sales targets and implement strategies for achieving them.

Weekly Reporting to Vendor Manager & Ownership:

- Provide weekly reports to Vendor Manager for report preparation for leadership once the market is open
- Offer feedback on changes and identify underperforming vendors, providing actionable insights.

Vendor Recognition and Appreciation:

- In collaboration with Vendor Manager, coordinate vendor appreciation awards and ceremony, recognizing outstanding contributions and fostering a positive vendor community.

**Requirements and Selection Criteria**

Education and Experience:

- Bachelor's degree or Diploma in Business Administration, Event Management, or a related field preferred.
- Proven experience in vendor management, event coordination, or a similar role.
- Experience in a fast-paced environment, preferably within the events or hospitality industry.

Preferred Qualifications:

- Previous experience working with vendors in a market or trade show setting.
- Experience in event planning or execution, particularly in coordinating logistics and managing vendor relationships.
- Project management skills with the ability to oversee multiple tasks simultaneously.

**Skills**:

- Excellent organizational and time management skills with the ability to prioritize tasks effectively.
- Strong communication skills, both written and verbal, with the ability to interact professionally with vendors and internal teams.
- Attention to detail and accuracy in data collection and management.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software for data tracking and reporting.
- Ability to work collaboratively in a team environment and independently when necessary.
- Analytical mindset with the ability to interpret sales data and make strategic recommendations.
- Creativity and innovation in promotional activities to engage vendors and enhance their participation.

Attributes:

- Proactive and solution-oriented approach to problem-solving.
- Flexibility and adaptability to handle changing priorities and deadlines.
- Strong interpersonal skills with the ability to build and maintain positive relationships with vendors.
- Enthusiasm for promoting vendor success and fostering a supportive vendor community.
- Professionalism and integrity in all interactions and responsibilities.

Note: While the qualifications listed above are comprehensive, we welcome applicants with diverse backgrounds and experiences who demonstrate the ability to fulfill the responsibilities of the Vendor

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