Partnerships & Rentals Coordinator

This position (37.5 hours per week) is a one-year contract. It has a key role in producing revenue through third party rental sales. As part of a team of coordinators, the candidate provides support to the team through a strong commitment to event best practices, customer service, and revenue generation to grow and support THEMUSEUM through its mission, vision and values.

PRIMARY DUTIES AND RESPONSIBILITIES:

Venue Rentals & Special Events

• Utilizes THEMUSEUM marketing materials to sell facility rentals such as corporate functions, weddings, conferences, and fundraisers.


• Coordinates facility rentals by completing contracts and ensuring the client is provided with all relevant information. Execute facility rentals including set-up and tear-down and liaise with suppliers to ensure proper set-up. Must be able to work days, evenings, and weekend hours as needed for rentals.


• Establishes working relationships with relevant service providers to ensure smooth delivery of their support for events.


• Completes administrative duties including contracts, invoicing, etc. Maintains knowledge of Point of Sale system.


• Assists with elements of special event development, planning and execution, as well as lead some special event projects.


• Creates and nurtures relationships with partners for events.


• Stays current with all relevant industry information as it applies to the total job responsibility on an ongoing basis.

Sales and Forecasting

• Answers phone calls and emails inquiries, continue a strong professional relationship with future and present clients. Provide tours of THEMUSEUM to prospective clients.


• Utilizes THEMUSEUM marketing materials to sell rentals.


• Create a database of Human Resources contacts for local and surrounding area businesses. Use this to send information on new exhibitions, special events, membership and more. Provides corporations online discounts on admission for staff and their families.


• Works on strategies and initiatives for outbound sales and cold calling to expose new clients to THEMUSEUM.


• Promotes large group sales and provides corporations with online discounts on admission for staff and their families.


• Assists Director with sales reporting, forecasting, comparisons, and recommendations, and attends sales and networking opportunities to increase professional development.

Other Duties:

• Attending special events, business meetings, and executing events outside of regular business hours is required


• Other duties as assigned

SKILLS AND QUALIFICATIONS:

One year community college certificate in event management (post grad), or equivalent or a diploma related to customer service, event planning, or hospitality.

The following are assets to the position:

• Smart Serve Certification


• Valid G driver’s license


• Knowledge of WHIMIS


• First Aid


• Smart Serve Certification
  
  

EXPERIENCE REQUIRED:

• Excellent organizational, great customer service, problem-solving, time management and communication skills, as well as strong telephone, video conferencing and email etiquette.


• Creating contracts, invoices, and event summaries/banquet event orders


• The ability to work flexible hours and late nights and weekends is required.


• Experience in the execution of rentals and corporate events, including, but not limited to: weddings, parties, corporate meetings, in a fundraising environment etc.


• Ability to manage staff and volunteers
  

THEMUSEUM strives to promote diversity in the workplace by considering all future employees without regard to race, religion, colour, age, sex, national origin, sexual identity, gender identity, genetic disposition, neurodiversity, disability, or any other minority. We encourage applications from all qualified individuals. 

THEMUSEUM will accommodate all applicants as required by Human Rights Legislation and the AODA.

We thank all interested applicants. However, THEMUSEUM will contact only those candidates to be interviewed. No phone calls please.