Events Coordinator

Harlo Entertainment is a Toronto-based operator, management and private equity company, delivering value over 30 years of aggregate experience in both the hospitality and entertainment industry. With first-hand insights and perspectives, Harlo Entertainment defines best-in-class, luxury experience and is deeply committed to the highest level of guest satisfaction.

We are a people-first culture. We strive to create great outcomes and to establish win-win partnerships through integrity, reliability, inclusivity, and great communication. Our greatest asset is our people, as they are the powerhouses behind our outcomes.

We are seeking an enthusiastic and detail-oriented Events Coordinator to support the planning and execution of a variety of events. The Events Coordinator will play a key role in ensuring events run smoothly from concept to completion, working closely with internal teams, vendors, and clients. This role requires strong organizational skills, excellent communication, and the ability to thrive in a fast-paced environment.

**What You’ll Do**
- Coordinate and execute events including corporate functions, private events, community activations, and brand initiatives.
- Act as the primary contact for vendors, suppliers, and on-site staff.
- Manage event registrations, RSVPs, ticketing platforms, and guest lists.
- Support marketing and promotional activities for events, including social media, signage, and collateral.
- Oversee event set-up, on-site coordination, and tear-down to ensure a seamless experience.
- Handle post-event tasks such as reconciliations, thank-you notes, and reporting.
- Build and maintain working relationships with internal and external partners, leveraging relationships to deliver innovative and memorable events
- Respond to reservation requests and incoming calls in a courteous, efficient, professional and friendly manner
- Responsible for making reservations for the various properties within the hotel as well as properties within our ecosphere
- Ensure that the Reservation Daily Check List is completed.
- Work with the sales team to convert large party reservations to bookings within our system
- Maintain our reservation and event platforms to ensure maximum occupancy
- Assist sales managers with administrative tasks
- Coordinate event logistics including staffing, room set up, AV, decor etc.
- Coordinate with restaurant managers and work with them where necessary to oversee events within the restaurants
- Handle all guest complaints and work with the management team to resolve any issues
- Create and execute strategy for effective cold calling and new business development.
- Meet with clients regularly to plan events, conduct tours of the appropriate property, etc.
- Maintain active membership of the hospitality and event planning industries, having a pulse on market trends in order to present and pursue new market opportunities to increase event sales
- Gather post-event feedback and develop ways to improve client satisfaction to create customer loyalty and deliver a positive event experience.
- Process and confirm reservations efficiently while ensuring accuracy of guest information and preferences.
- Maintain up-to-date knowledge of room availability, rates, and promotions to assist guests in making informed decisions.
- Handle group bookings and special requests, ensuring all details are accurately documented and communicated.
- Address guest concerns or issues promptly and escalate as needed to resolve problems effectively.
- Generate and analyze reservation reports to support operational planning and identify trends.
- Uphold company policies and ensure compliance with reservation procedures and protocols.
- Assist, as needed, in venue operations.

**What You’ll Need**
- Previous experience in reservations, hospitality, or a related field is preferred.
- 2-3 years of experience in event coordination, hospitality, or project management preferred.
- Ability to provide exceptional customer service and maintain a positive attitude under pressure.
- Problem-solving skills and the ability to work both independently and as part of a team.
- Flexibility to work varying shifts, including evenings, weekends, and holidays if needed.
- Highly organized, time management skills, ability to multitask numerous projects and events while meeting deadlines
- Strong leadership skills, proficiency in delegating tasks to the onsite staff
- Ability to create a strong rapport with colleagues, onsite staff, and the Operations Team
- Excellent interpersonal and communication skills, in person, written and by phone
- Agile and able to pivot in a fast-paced environment, comfortable with change
- Passionate about creating memorable experiences
- Managing Stakeholder expectations
- Needs to take initiative and work autonomously
- Ability to execute weekly team meetings
- Provides fantastic customer service and high expectations for quality

**What We Offer**
- Competitive compensation, including