Event Success Coordinator

Company : Durham College

Job Type : Full Time

Oshawa, On

Number of Applicants

:

000+

Apply Now

Job Description - Event Success Coordinator

About Durham College:

Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and nine apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.
A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times. DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

DUTIES AND RESPONSIBILITIES:

The Event Success Coordinator plays a crucial role in the successful execution of the national General Motors Dealer training program. They provide the ongoing event management function and keep the national Product Sales Coach team and client informed about session demands. With a high volume of team member travel, the coordinator is responsible for reviewing, organizing, and arranging for the timely payment of expense reports. The coordinator also supports the Business Manager and GM projects by producing financial reports and serving as backup during vacation periods. Overall, the Event Success Coordinator is a key player in ensuring the smooth operation and success of these events. In conjunction with the Business Manager plot and plan training session locations, securing venues, and all required vendors to ensure success at each location.

Event Management

· Ongoing management of national event execution

· Generating weekly registration reports to share with the Sales Coaches and client district managers.

· Packing and shipping all the materials and equipment that Sales Coaches need for GM Pro training sessions.

· Helping to unpack, check-in attendees, and put away training supplies.

· Recording attendance in the learning management system (LMS) and following up with attendees about attendance requests.

· Prepare equipment lists for all training programs and develop an inventory management system to track supply quantities.

· Coordinating with facilities across Canada to secure locations for training events.

· Day to day contact for Sales Coaches to troubleshoot venue issues, materials supply delays or other shipping related challenges

· Provide direction to event staff during large-scale experiential events

· Filling in for the Business Manager GM projects as a point of contact for client questions around billing and expense approvals.

· Traveling across Canada to provide on-site logistical support and management for events as needed

· Arrange vehicle transport to national training venues through GM’s Vehicle Management System (VTIMS) as well as manage the Product Training vehicle inventory including sourcing vehicles where required. Because of the cross Canada nature of our business, issues may arise outside of standard work hours. These issues are part of the job, unless otherwise assigned to another person, the incumbent will be responsible for following up after hours.

General Program Support

· Organize and maintain all storage locations to ensure the maintenance of a disciplined inventory management system

· Prepare and generate shipping waybills for all packaging.

· Track all shipments and provide status updates upon request

· Respond to incoming inquiries to the department from GM dealerships and head office (telephone, email, and MS Teams).

· Set up meetings and book facility space as required

· Purchase supplies for GM PRO office and Creative Hub location.

· Support other program areas as required

· Maintain an equipment inventory tracking system

· Monitor GM Pro Administration email daily

Finance

· Review expense reports for completeness and communicate with the national Product Sales Coach team to ensure adherence to all Durham College and client policies.

· Respond to the Durham College accounts payable team on any questions raised about expense report completeness.

· Generate reports for the CTS management team as required to support budget and forecasting activities.

· Maintenance of a GM PRO expense policy manual.

· Reconcile department Mastercard’s. Coding all expenses to the correct cost centres and obtain all required approvals.

QUALIFICATIONS:

1. A minimum of a 2-year diploma/degree in Accounting, Bookkeeping, Office Administration, or Event Management.

2. A minimum of 3 years experience in event coordination, budget management, and customer service.

3. Detail-oriented and proficient in Microsoft Office (Word, Excel, PowerPoint)

4. Familiar with Banner/ FAST

5. Excellent verbal and written communication skills

6. Basic knowledge of accounting practices

7. Understanding of the event planning process and requirements for success.