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Agriculture Coordinator

3 weeks ago

Regina, Canada Regina Exhibition Association Limited Full time

**THE OPPORTUNITY AWAITS YOU**

REAL finds itself in the enviable position of managing one of the most interesting and versatile connected spaces in North America with an opportunity to impact the lives of millions by creating life-long memories and delivering exceptional experiences.

Reporting to the Manager, Agriculture, the Agriculture Coordinator position is responsible to carry out the daily administrative support related to the activities of the unit from initial contact and planning through final billing and reports for all Agriculture related business, events, and shows. This position supports the Agriculture team by working with internal event delivery and marketing and sales units, current and potential customers, volunteer groups, and other external partners and organizations. This position is responsible for coordinating the rental of facilities, utilizing online registration and CRM tools, preparing service orders and scheduling facility utilization, client invoicing and record keeping. The Agriculture Coordinator is responsible to initiate required action for response to customer service requests for order changes, including the maintenance of order/customer information files and communicate changes to the appropriate departments and/or stakeholders.

This is a non-permanent Full-Time position with an undefined end date. Target schedule is Monday to Friday 8am-4:30pm. The schedule may vary based on business and event requirements.

**WHAT YOU WILL DO**

**Provides administration support for all Agriculture Planning & Programming by**:

- Being a key user of the on-line registration system and to enter and maintain data.
- Processing all invoices for suppliers.
- Working closely with Manager, Show Chairpersons and volunteers for all Agriculture events.
- Planning an agenda for volunteer committees, coordinating meeting times and sending out meeting notices; taking minutes at meetings and distribute to committee members in a timely matter.
- Ensure exhibitors follow REAL rules and regulations and are adhered to during move-in and throughout the event.
- Ensuring set up of show office is sufficient for both staff and clients.
- Acting as the liaison between show and contractors, i.e. GES, A1, Inland, etc.
- Responsible for providing necessary information in regard to an Agriculture show/event to the Marketing team for the listing on website and guides.
- Responsible for coordination of Innovations awards and ceremony
- Creating, assembling, communicating and distributing Service Orders through Event Pro.
- Initiating required action for response to customer service requests for order changes, including the maintenance of order, customer information files and communicates changes to the appropriate personnel/departments.
- Updating all existing manuals and handbooks as required.
- Coordinating show passes for volunteers, media and sponsors.
- Ordering any items required for an Agriculture event and ensuring delivery and subsequent payment is actioned.
- Acting as a liaison with exhibitors and REAL and successfully managing the business relationships.

**Administration of the International Business Centre By**:

- Recruit delegates for Export Membership program, International Visitor Program
- Responsible and manages Government grant through Dept. of Western Economic Diversification (WED).
- Issues letters of invitation as requested.
- Accountable for large sums of money and administers accounts receivable and prepare funds for deposit; reconcile outstanding accounts and refunds; invoice clients prior to deadline of payments; Generates cash requisition for payment.
- Recruit buyers for Incoming Buyers Program referring to Government Contract.
- Reviews evaluation forms submitted by qualified buyers, collects all necessary information required by WED and approves applicants for funding with approval of Manager.
- Work within determined budget for reimbursement of travel subsidy program
- Reports expenses quarterly to WED to receive reimbursement for expenses for Incoming Buyers. This report to include all items outlined in WED contract with approval of Manager.
- Responsible for establishing contracts with major Hotel Sales Representative and negotiate rates and terms for blocks of room to ensure this meets the needs of our customers.
- Responsible for volunteers on the International Business Centre Committee which consists of representatives from Saskatchewan Trade and Export Partnership, Global Affairs Canada, Agriculture Manufacturers of Canada, Manitoba Trade and Export, Minister of Economy and private industry.

**Participates in post-show/event analysis by**:

- Providing recommendations for improvement for future shows/events.
- Contributing to the development and maintenance of standards, policies, and procedures regarding customer service.
- Researching competitive information to monitor industry trends and identify innovative solutions for a successful show/event.

**Requirements**:
**WHA