Oak View Group
Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.
Overview
The Event Coordinator will act as a liaison between the venue, its staff, contractors, and clients to ensure all details required for the successful preparation, execution, and reporting for Meeting Room, Banquet, Conference space rentals and that they are managed in compliance within the terms of the contract, guidelines, and policies. Additionally, the Event Coordinator will assist the Director of Events with contract deliverables and execution and event settlement as required. The Event Coordinator is accountable for providing a safe and enjoyable environment for clients, guests, and staff. The Event Coordinator is required to be available evenings, weekends and statutory holidays based on the scheduled event calendar.
This role pays an hourly rate of $22.00-$24.00 CAD.
Benefits for Full-Time roles: Health, Dental and Vision Insurance, Pension matching, and Paid Time Off (vacation days, sick days, and 11 holidays).
This position will remain open until September 5, 2025.
Responsibilities
Complete all duties with a customer service focus through teamwork & dedication to OVG’s principles providing excellent customer service assistance to both internal and external clients
Respond to all customer inquiries within 24 hours
Address customer complaints and appropriately deal with critical feedback
Preparation, execution, and settlement reporting for Meeting Room, Banquet, Conference space rentals for groups up to 75 people
Work collaboratively with Director of Events for Meeting Room, Banquet, Conference space rentals for groups over 75 people
Work collaboratively with internal departments providing information and requirements for all events and bookings in a timely manner
Assist the Director of Events with briefings of staff providing necessary information on rentals
Work seamlessly with all in-house departments to ensure consistency, accuracy, and optimal financial opportunities are met throughout the set-up, the duration of, and the tear-down of all events
Work with building clients and represent the facility to potential facility users; respond to inquiries regarding facility use, prepare event meeting minutes/notes, and send out food and beverage materials; assist facility users in finalizing booking arrangements contracts as well as collection of deposits and prepare billing settlements
Prepare event license agreements, addenda and related correspondence; review documents for completeness and accuracy; assist in following up with facility users regarding deposits, insurance and other related license agreement requirements
Update facility user contact and account information, blocking event space and other event booking information in the computerized event booking and management system
Create and maintain event files in hard copy and digital; distribute and reconcile all event folders and respective checklists for the department
Assist Director of Events as requested with Live Event planning and execution
Establish and maintain effective working relationships with clients, co-workers, part-time staff, contractors, guests/public
Communicate to all staff the weekly building schedule of events
Ensure optimal positive perception of venue within the community and within professional organizations to encourage business partnerships
Other duties and responsibilities as assigned
Qualifications
Experience in a convention center, sports facility, performing arts facility or other multi-purpose public assembly facility
Self-motivated with excellent interpersonal and communications skills
Demonstrates the ability to function in a fast-paced high-pressure environment
Ability to work independently and as part of a team
Strong verbal and written communication skills in the English language required
Detail oriented and organized working style with effective time management skills
Willingness to work a flexible schedule is required and the ability to work evenings, weekends, and Statutory holidays based on the schedule of events
Demonstrated proficiency in Microsoft Office applications, including word processing, spreadsheets, and PowerPoint
Experience in AutoCAD, Cvent and Venue Ops an asset
Possession of, or ability to obtain, a valid drivers’ license
Provide accurate facility information and superior customer service to patrons
Assist in maintaining a safe, clean, and positive environment for all staff
Report any injuries and safety hazards to the OHS Committee
Attend and obtain all training certificates and first aid as requested/needed including - Serve it Right
Strengthened by our Differences. United to Make a Difference
At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.
Equal Opportunity Employer
Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.
