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Event Coordinator

2 months ago

Toronto, Ontario, Canada Metro Toronto Convention Centre Full time

Job Summary

The Metro Toronto Convention Centre is seeking a highly skilled and experienced Event Manager to join our team. As an Event Manager, you will be responsible for planning and executing all aspects of conventions, trade/public shows, and special events.

Key Responsibilities

  • Manage a portfolio of events, serving as the primary logistics contact to plan and execute all aspects of conventions, trade/public shows, and special events in collaboration with valued clients.
  • Organize and attend pre-planning meetings and site inspections with clients to ensure thorough preparation prior to event dates.
  • Provide expert guidance to clients on the optimal and efficient use of facility space, including pre-function and common areas.
  • Prepare comprehensive client and internal documentation outlining event specifications, including move-in/out schedules, room setups, internet needs, security planning, floorplan approvals, audiovisual requirements, cleaning services, and invoicing.
  • Offer on-site support, supervision, and continuous communication with clients and internal departments to ensure successful event execution.
  • Collect and reconcile all incidental charges, process final payments, and review post-event invoices.
  • Manage event budgets, including forecasting and post-event reconciliation.
  • Lead pre- and post-event meetings with clients, internal departments, and contractors to ensure seamless coordination.
  • Accurately document and communicate all event details using event management software, ensuring all relevant parties are informed.
  • Build and maintain strong relationships with clients and suppliers to deliver exceptional service and ensure satisfaction.
  • Actively promote and upsell MTCC services and its official and exclusive suppliers.
  • Coordinate with internal teams and external vendors to ensure alignment and timely delivery of event logistics.
  • Ensure all necessary details are communicated effectively to internal departments for flawless event execution.

Leadership and Team Management

  • Provide guidance and mentorship to Event Coordinators, overseeing their workflow and ensuring smooth operations.
  • Assist in facilitating biweekly departmental meetings to maintain open communication and address operational needs.
  • Resolve client issues as they arise, ensuring high levels of customer satisfaction.
  • Implement and uphold organizational policies and procedures related to event operations.
  • Promote and ensure compliance with health and safety regulations in alignment with provincial policies and guidelines.
  • Support fellow Event and Meeting Managers with event preparation and execution as required.

Requirements and Qualifications

  • Minimum 5-8 years progressive experience in event management at a convention facility, hotel or similar setting.
  • CMP, CEM or other industry designation preferred.
  • Demonstrated experience in managing a wide range of events, from corporate meetings to large-scale conventions and trade/public shows.
  • Strong skills in building and maintaining relationships with clients, suppliers, and internal stakeholders.
  • Proven ability to manage event budgets, forecast costs, and financial reconciliation.
  • Customer service excellence.
  • Excellent written and verbal communication skills to liaise with clients, suppliers, and internal teams professionally and in a concise manner.
  • Advanced skills in Microsoft Office Suite (Teams, Word, Excel, PowerPoint); experience with event management software is a plus.
  • Ability to work non-standard hours, including early mornings, weekends and evenings, based on event requirements.
  • Proven ability to troubleshoot issues that may arise under time sensitive conditions.
  • Experience in managing all event specifications and accurately communicating them across different forms of communication.
  • Demonstrate the ability to work in a team environment, prioritize workloads, multi-task, attentive to details and meet deadlines.