Not a CSNM job... but it could be and it looks like fun!
TO APPLY: Apply directly on our website vanaqua.org/join/careers
ROLE OVERVIEW
Reporting to the Event Planner, the Event Coordinator assists with the initial stages of event planning and is responsible for meeting, greeting and building relationships with clients and industry professionals. This position is responsible for creating Banquet Event Orders by working directly with client files and invoicing of events for the Catering and Events Department. The Coordinator works on events for up to 300 people. The planner also works very closely with the Banquet Department and Culinary Department and other key departments that have a hand in catered events both on site and for off-site events.
KEY ACCOUNTABILITIES
Assisting in the initial stages of planning events:
- Conducting sight inspections and tours as required for prospective clients and representatives of the convention and hospitality industry;
- Fostering excellent relationships with prospective and current clients through professional communication using a variety of communication tools with emphasis on in-person meetings, on site visits and knowledge of Vancouver Aquarium, its offerings and Ocean Wise programs;
- Working closely with Event Planner to ensure all aspects are effectively delivered;
- Utilizing all relevant sales and marketing materials and assisting to ensure that all collateral is updated.
- Determining client needs and expectations and bringing together the appropriate internal team members to execute projects and events;
- Completing appropriate documentation to ensure a seamless handover to Banquets for execution of events;
- Processing of bookings through the property management system;
- Attending meetings and events of major importance throughout the organization
Building relationships with clients and industry professionals by:
- Answering inquiries and providing information about the venue to clients in a timely manner;
- Ensuring a timely execution of correspondence: email, sales kits, quotes, etc.
- Attending relevant tradeshows and networking events in the absence of Planner and/or Sales Manager
- Hosting site inspections and FAMS for tour operators and DMOs;
Ensures billing and administrative tasks are completed by:
- Adapting and maintaining event management software for its effective use at Ocean Wise;
- Following appropriate procedures for invoicing, collection and follow-up of payment;
- Participating in administrative duties as required;
- Managing and updating Event Sheets, Event Debtors, Event Clearance; excel sheets
- Maintaining clear and organized event files for each contracted event.
Consciously improves the overall organization and its processes by:
- Continually improving our impact on the environment and greening of operations through support of EMS protocols;
- Maintaining and supporting organizational safety standards;
- Abiding by all organizational policies and procedures;
- Performing other duties of a similar nature or level.
QUALIFICATIONS
Education and Experience
- Post secondary diploma in event and/or hospitality management, tourism or a closely related area is preferred;
- Minimum of 2 years related experience in events, tourism or hospitality;
Skills
- Able to work independently and maintain a positive attitude within a very busy environment;
- Ability to make high quality guest decisions and to perform under pressure;
- Strong knowledge of Food and Beverage operations and Banquet Services;
- Strong time management and multitasking ability;
- Professional appearance and demeanor;
- Excellent communication, interpersonal and customer service skills;
- Proficiency in the use of standard spreadsheet, database and word processing software.
Working Conditions
- The incumbent will work in a shared office environment with the usual ergonomic risks;
- Job requires the ability to stand and walk for extended periods of time;
- Flexibility and availability in schedule are required during the week, including evenings, weekends and holidays. Events occur both indoor and outdoor – incumbent must be prepared to work in all weather conditions.
- Job will require the ability to safely bend, lift and move light objects (up to 15lbs) and occasional safe use of low ladders;
- Must be able to work comfortably in a fast paced environment;
- Potential exposure to upset people in which problem solving will be required;
- Job constantly involves listening and reacting to requests for information;
- This position deals with a high volume of telephone calls;
- May be required to carry a radio and be accessible for calls;
TO APPLY: Apply directly on our website vanaqua.org/join/careers
Job Types: Full-time, Permanent
