Events and Venue Coordinator

2 weeks ago

Victoria, Canada Horticulture Centre of the Pacific Full time

**Job Summary**

**Duties**
- Coordinate facility rentals for meetings, workshops, weddings, and other special events.
- Manage the booking process from inquiry to post-event follow-up, including contracts, payments, and logistics.
- Serve as the on-site contact during events, ensuring smooth setup, execution, and cleanup.
- Ensure rental spaces are clean, well-maintained, and appropriately set up for each booking.
- Track leads, maintain CRM/booking systems and report on sales performance
- Work closely with internal teams, vendors, and volunteers to support event needs while protecting garden spaces.
- Manage the scheduling and coordination of guided tours for community groups, and private parties.
- Liaise with volunteer tour guides and education staff to match tours with visitor needs and seasonal programming.
- Provide clear communication to visitors about tour options, pricing, accessibility, and expectations.
- Track tour attendance, gather feedback, and assist with program improvement.
- Maintain up-to-date rental and tour calendars, coordinate scheduling with garden programs and staff availability.
- Monitor spaces before and after use to ensure readiness and identify maintenance or safety issues.
- Support the enforcement of garden policies related to facility use, sustainability, and visitor conduct.
- Assist in developing and refining rental policies, procedures, and promotional materials.
- Respond promptly to inquiries and provide professional, friendly service to prospective and returning clients.
- Maintain accurate records of bookings, payments, permits, and contracts.
- Collaborate with the broader team to support special events, fundraising activities, and seasonal programming.

**Qualifications**
- Experience in venue coordination, hospitality, or event sales, ideally in a nonprofit or public setting.
- Strong organizational skills with attention to detail and ability to manage multiple tasks.
- Excellent interpersonal and communication skills; confident working with the public.
- Proficiency in Microsoft Office and G-suite, and adaptable to software systems.
- Ability to work Wednesday to Sunday including evenings as required by the event calendar.
- Passion for gardens, nature, education, and community engagement.
- First Aid/CPR and Serving It Right certifications are considered assets.

**Working Conditions**
- Combination of office work and on-site coordination in both indoor and outdoor settings.
- Requires physical activity such as lifting,m walking, and standing for extended periods.
- Occasional exposure to varied weather conditions during outdoor events or site tours.
- Collaborative, mission-driven work environment with a focus on sustainability and community impact.

If you are passionate about people and gardens we look forward to discussing this opportunity

Pay: $44,850.00-$47,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Vision care

Flexible language requirement:

- French not required

Work Location: In person

Pay: $44,850.00-$47,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Store discount

Flexible language requirement:

- French not required

Schedule:

- Every Weekend

Work Location: In person

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