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Industry Guest Coordinator, Programme
3 weeks ago
**INDUSTRY GUEST COORDINATOR**
**Contract**
**Full-time**
**Programme & Guest Services**
TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home - TIFF Lightbox. Our mission: To transform the way people see the world, through film.
TIFF is committed to embracing diversity and treating all individuals with respect, dignity and fairness by removing physical, social and economic barriers to participation.
We encourage you to reflect on the land that you are on, who the traditional keepers of the land are, what the treaty relationship is, or if it’s unceded territory. TIFF is located on the Treaty Lands and Territory of the Mississaugas of the Credit and the traditional territory of the Anishinaabe, the Wendat, and the Haudenosaunee. We are grateful to work on this land.
We are currently hiring for the position of:
**INDUSTRY GUEST COORDINATOR**
The Industry Guest Coordinator is responsible for providing an exceptional hospitality experience to TIFF Industry stakeholders, including affiliates, guests, and delegates. This role is the primary point of contact with invited industry stakeholders to book their travel and accommodations, and provide general guidance and support in navigating the Festival.
**RESPONSIBILITIES**:
- Draft official invitations and hospitality offers for Industry stakeholders
- Confirm travel requirements of invited stakeholders such as visas and electronic travel authorizations
- Work with affiliates and guests to coordinate their hospitality offers, including booking travel, accommodations, and hotel reservations
- Act as a primary contact for affiliates and guests, answering general questions about navigating the Festival
- Process, monitor, and troubleshoot hotel reservations in an efficient and accurate manner
- Assist with monitoring contracted hotel inventory in applicable reservations management systems
- Track accommodations in the Festival database (Artifax) and other databases and tracking documents as required
- Respond to general hotels and hospitality inquiries and requests (from internal and external stakeholders); monitor and reply to inquiries in the TIFF Hotels inbox
- Maintain an accurate electronic trail for each guest/attendee
- Build detailed guest itineraries as required
- Provide onsite hosting and assistance to guests during the Festival as required
- Prepare and provide reports, presentations, and post mortem reports as required
- Assist with other coordination tasks and administrative duties as required
**JOB GRADE & SALARY**:
- Job Grade 1- $23/hour
**TARGET**CONTRACT DATES**:
- June 2, 2025 - September 16, 2025
**WORK LOCATION**:
- Office Location: 350 King Street West, Toronto, ON M5V 3X5- Weekly in-office requirements:
- Minimum 2 days (November to April)-
- Minimum 3 days (May to October)-
- Festival Office Requirements: Full Time during Festival
**MINIMUM REQUIREMENTS**:
- College diploma, university degree, or equivalent experience- 2+ years experience in a high-level customer service or administrative role in the hospitality industry- Hotel industry experience an asset- Experience booking hospitality arrangements for individuals or groups an asset- Experience with guest logistics or talent coordination an asset- Experience working for a film festival or large scale event an asset- Strong, effective, and professional communicator with strong interpersonal skills- Comfortable working with numbers, invoicing, budgets, and other financial information- Strong organizational and project coordination skills with extreme attention to detail and the ability to effectively prioritize- Strong computer and data management skills, including databases, CRMs, project management tools, internet research, Microsoft Office, Google Suite, Artifax- Enjoys fast-paced, multi-tasking work environment, with a willingness to adapt to shifting priorities and circumstances- Demonstrated mature judgment, patience, professionalism, and diplomacy- Ability to exercise discretion and handle confidential information- Able to handle challenging situations with a positive, problem-solving attitude- Ability to work independently and as a collaborative team member- Initiative and creativity to develop innovative solutions- Understanding and commitment to superior client servicing- Additional language(s) an asset
**HOW TO SUBMIT & APPLICATION DEADLINE**:- Please upload your cover letter and resumé as PDF(s), before the deadline of **SUNDAY, MAY 4, 2025.**
**CLOSING**:
TIFF is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of
