The Royal Conservatory is one of the largest and most respected music education institutions in the world, providing the definitive standard of excellence in curriculum design, assessment, performance training, teacher certification and arts-based social programs.
Facility Rentals Administrative Coordinator (18-Month Contract) - (RCM487)
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Job Title: Facility Rentals Administrative Coordinator (18-Month Contract)
Job Type: Contract
Location: The Royal Conservatory - Toronto, ON M5S 1W2 CA (Primary)
Job Description
The Royal Conservatory (RCM) is one of the largest and most respected music education institutions in the world, providing the definitive standard of excellence in curriculum design, assessment, performance training, and teacher certification. It is also a leader in the development of early childhood education programs and arts-based social programs, and presents a diverse range of concerts featuring the finest Canadian and international artists in its magnificent performance space, Koerner Hall. Please visit www.rcmusic.com for more information.
What is the Opportunity?
A member of the Performing Arts Division, the Facility Rentals Administrative Coordinator is a key administrative resource within the facility rentals and events team. This role is responsible for responding to all preliminary sales enquiries and all general venue rental enquiries and works with the Facility Rentals Manager and the General Manager on rental client contracts.
With a stable and regular office presence for prospective and confirmed event clients, often when the rest of the rental team is out of the office fulfilling a contracted event, this service-oriented position is tasked to coordinate all aspects of the department in a busy office.
Main Duties \& Responsibilities
- In partnership with the General Manager ("GM") and Facility Rentals Manager, help steward our current rental clients and assists in identifying new opportunities for rental business development.
- Maintain good relations with a variety of clients from private, public, and cultural sectors.
- Serve as first point of contact for enquiring clients, handling tours, answering initial questions, creating estimates, and researching appropriate dates for the event.
- Communicate with a variety of different departments, including production, box office, facilities, security, and front of house to coordinate with the operation of events.
- Enter event pricing data per department into budgeting spreadsheet.
- Support events-related accounting practices by providing event GL codes to Finance.
- Enter client payment information to EMS.
- Handle correspondence with clients regarding contracting, invoicing, and event details.
- Prepare and maintain event files, event contracts and billing statements.
- Manage client holds, including follow ups, using intuition to treat a hold as having potential to become an event or push for release if it has gone 'cold'.
- Work with vendors, send vendor invoice information to event coordinators, track their progress through our system and track down overdue vendor invoices with accounts payable ("AP"), as well as adjust invoices if needed.
- Submit refund and settlement requests on behalf of clients to management, track their status with Accounts Payable.
- Field questions regarding the venue license agreement contract and work with GM and Facilities Rental Manager to resolve potential conflicts between client expectations for contracts while protecting RCM's interests.
- Work closely with the academics scheduling department to access academic spaces, such as Mazzoleni Hall and Temerty Theatre, for internal and external events.
- Prepare and send out weekly event schedules to Event Production Team.
- Assist with receipt of deliveries coming in for events.
- Update and maintain department mailing lists.
- Maintain inventory of rental information packages.
- Assisting with special events as required.
- Performing other duties as required.
What We're Looking For
- Minimum of 3-4 years of full-time, administrative office experience.
- Demonstrated time management and organizational skills.
- Advanced proficiency and experience in all MS office applications (Word, Excel, PowerPoint, and Outlook).
- Familiarity with EMS (Event Management System) booking systems considered an asset.
- Advanced written communication and editing skills.
- Proven verbal communication and interpersonal skills.
- Excellent rapport-building abilities with a variety of stakeholders and client audiences.
- Must be able to adapt to change and perform well in a fast-paced working environment.
- Remain cordial and professional even if communications become strained and maintain professional composure even in occasionally chaotic conditions.
- Able to multi-task all of the above and complete tasks in a timely manner.
Salary Range
- $50,000 - $54,000 per annum
Additional Information
- This is approximately an 18.5-month contract starting in June 2025 until December 2026.
- Regular office hours, with the occasional requirement to support irregular hours of work.
- Extensive periods of PC use.
How to Apply
Interested candidates are asked to submit a cover letter and current résumé online (please upload a single file combining both documents) at www.rcmusic.com/about-us/careers-royal-conservatory. Applications will be accepted until a suitable candidate has been identified.
The RCM thanks all applicants for their interest in this position; however, only those selected for an interview will be contacted.
The RCM is committed to fostering an inclusive, equitable and accessible workplace. In accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and the RCM's Anti-Racism, Access and Equity Policy, accommodation will be provided at any stage of in the recruitment and selection process. Applicants are asked to make their accommodation needs known when they have been contacted for an interview.
