Coordinator, Events, Rentals

7 months ago

Cornwall, Canada City of Cornwall Full time

**Overview**

Reporting to the Supervisor, Recreation and Programming the **Coordinator, Events, Rentals & Marketing** is responsible for:
**Coordination** - Rentals and Events at the Civic Complex Arena and Conference Centre and other Municipal venues;
**Administration** - Event Ticketing and support at various sales offices, Pop-Up Shop Summer Program, Full Season Vendors in Park, Liaison with Security Contractor and Food Services Contractor, Client Invoicing and Event Settlements (internal and third party);
**Marketing and Sponsorship Portfolio** - Preparing of promotional materials, advertising and sponsorship opportunities for facilities under the Recreation portfolio. Responsible for maintaining assigned sections of City of Cornwall’s website.

The ideal person will demonstrate excellent public relations, interpersonal, problem solving and organizational skills as well possess customer service skills including the ability to communicate and liaise with all staff, user groups and community organizations.

The responsibilities and duties of the **_Coordinator, Events, Rentals and Marketing_** shall include (but not be limited to) the following:

- Respond to inquiries regarding the booking and usage of the Cornwall Civic Complex Convention Space and Events Programming in the Conference Centre, Arena and other Municipal venues.
- Schedule, program, coordinate and execute events, concerts, weddings, conferences, festivals and meeting room rentals at the Cornwall Civic Complex and Convention Centre and other Municipal venues.
- Provide excellent customer service to clients seeking rental space including site tours, rental quotes, event planning meetings, collecting all event requirements and ensuring requested activities are in compliance with City policies, procedures and guidelines.
- Collaborate with Facilities Rental Clerk and Coordinator, Recreation to ensure venue calendars are up to date and all bookings are coordinated.
- Coordinate with outside contractors regarding services for Ticketing, Security, Food Services Operations, Pop-Up Shop Season Rentals.
- Coordinate special event entertainment and logistics including rentals, suppliers, vendors, parking, transportation, etc.
- Volunteer recruitment, coordination and supervision for special events as required.
- Follow-up with clients upon event completion and provide feedback.
- Administer licensing details SOCAN, ReSound, ACGO SOP and Catering Endorsements, ESA, Municipal By-Laws
- Assist in maintaining and updating information posted on the assigned sections of the City of Cornwall Website and other related social media sources pertaining to the Cornwall Civic Complex and Conference Centre.
- Attend recreation and other City Committee meetings as required.
- Assist in the development of user fees, Request for Proposals, Purchase Requisitions, and other documentation.
- Responds to general and program-specific inquiries using strong communications skills, listening effectively to concerns and providing high quality customer feedback.
- Assist the Department in all special event, festival activities such as Canada Day Celebration, Ribfest and other large special events.
- Assist in the recruitment and supervision of tournaments and special events that are local, national, and international in scope.
- Assist in preparing and consulting on proposals for funding (grants and sponsorship) for community recreation, special events and tournaments.
- Perform other related duties as assigned.

**Required Qualifications & Experience**
- A post-secondary diploma or degree in Event Management, Business Administration, Marketing Public Administration, or equivalent.
- Minimum of three (3) years of employment experience in event management, sponsorship, advertising, sales and/or facility booking experience.
- Experience working in community centres, sporting facilities, live event venues and arenas.
- Ability to work both independently or in a fast-paced team environment, able to multi-task, prioritize and work under tight timelines.
- Demonstrate excellent public relations, interpersonal, problem solving and organizational skills. Ability to answer client questions and complaints in a highly professional and competent manner.
- Superior verbal communication & customer service skills including the ability to communicate and liaise with staff, user groups, community organizations and promoters.
- Experience with municipal recreation software (Xplor), Sharepoint and ticketing system (Ticketpro) an asset.
- Intermediate skill level in Microsoft Office (Outlook, Word, Excel, Teams).
- Must be able to work flexible hours including evenings, weekends and holidays as required, and at different municipal locations.
- Standard First Aid, CPR C AED Certificate
- Fully bilingual in French and English would be considered an asset.

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