Event Coordinator - Urgent

Date Posted: 04/22/22
Req ID: 22749
Faculty/Division: University of Toronto Scarborough
Department: UTSC:Miller Lash House
Campus: University of Toronto Scarborough (UTSC)

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The University of Toronto Scarborough, operates the Miller Lash House a heritage venue catering to weddings, events and corporate meetings. It is open year round however during the period May to September a tent is erected to allow for larger sized groups. The revenue generation for the various events & services contributes to the support of the academic mission of the University.

Your opportunity:

Working under the direction of the Manager, Miller Lash House, you will be responsible for acting as the first point of contact for general inquiries, resolving issues that may occur during weddings and events and escalating problems as required, determining logistical details and activities for internal and external events and programs, creating space layouts for weddings and events, liaising with internal and external clients to meet their needs and make recommendations on wedding and event logistics and options and prepare service contracts and invoices using templates. You will also provide routine information to wedding and event organizers and verify that wedding and event management guidelines and emergency protocols are maintained. As the Coordinator, you will also conduct post-event evaluation, analysis and recommendations for changes, disseminate customer surveys and collate and organize data for various reports.

Your responsibilities will include:

• 
  Acting as the first point of contact for general enquiries, providing guided tours of facilities, and providing routine information to event organizers.
• Analyzing client needs and making recommendations on event logistics and options and creating space layouts for events
• Coordinating the schedule for programs and event calendars & updating as necessary
• Preparing & Issuing service contracts and invoices using templates
• Liaising with internal and external service vendors for booking and resolving complaints.
• Resolving issues that may occur during events and escalating problems as required
• Collaborating on cost estimates
• Processing cash, debit and/or credit card transactions

Essential Qualifications:

• 
  Bachelor's Degree in Hospitality or Events Management or acceptable combination of equivalent experience
• Minimum three years related work experience coordinating weddings and events for internal and external clients
• Demonstrated experience assessing preliminary risk levels based on defined criteria and established standards for weddings, events and programs
• Demonstrated experience providing front-line customer service to a variety of clients (e.g., faculty, staff, students, external clients, vendors, etc.)
• Demonstrated experience coordinating and organizing logistics for weddings and events for internal and external clients
• Experience conducting site visits
• Strong computer skills with MS Office (Word, Excel) and experience updating and maintaining records
• Excellent communication (both oral and written) and interpersonal skills
• Strong service and results orientation, self-motivation and a quick learner
• Demonstrated ability to work effectively both as part of a team, but also independently
• Demonstrated ability to prioritize tasks and responsibilities, work well under pressure, meet strict deadlines and make sound judgments
• Familiarity with University policies and procedures
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• 
  Has a Certificate from Wedding Planners Institute training
• Has used space layout software
• Smart Serve Certificate

To be successful in this role you will be:

• 
  Adaptable
• Communicator
• Diplomatic
• Multi-tasker
• Organized
• Problem solver

Notes: A copy of the full job description is available upon request from the UTSC HR Office.

Closing Date: 01/05/2022, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 - $59,412 with an annual step progression to a maximum of $75,979. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Hospitality