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Application Deadline Ended
Apply by Ended 4/16/2024
Job Description
Toronto Pan Am Sports Centre Inc. is currently seeking a full-time Events Coordinator to join our team!
The Events Coordinator reports to the Manager, Events and Special Projects and will assist with event preparations and operations for tournaments, special events, facility and meeting rentals and miscellaneous projects that are typically outside of the traditional programming. They will work closely with the Manager, Events and Special projects to understand their clients’ needs pertaining to the event and execute it.
The key accountabilities of the role include, but are not limited to:
Assist/lead in administering and planning special events that take place within the facility;
Coordinates all internal room bookings (TPASC Inc., City of Toronto, UTSC);
Assists with external bookings and special event rentals, including filming rentals;
Coordinates in the planning, sales, and delivery of Birthday Parties;
Coordinates varying administrative documents including but not limited to: event applications, rental agreements, insurance documentation and invoicing;
Creates accurate documentation and maintains departmental confidential records;
Assists with catering services including menu planning, execution and invoicing;
Assists in coordinating logistics for security, cleaning, waste removal and storage for events;
Assist with invoicing and cheque requisition for events and services rendered;
Coordinates communication of special events and facility and meeting rentals to Membership Services and ensures internal staff are equipped with necessary information;
Exercises discretion and judgment in the mitigation of problems and situations that arise during events;
Liaises with other departments and staff to coordinate and facilitate events and facility rentals;
Act as the main point of contact in the building during event execution and other duties as assigned.
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Qualifications Required
- Completion of a college diploma or an acceptable equivalent combination of education and experience.
- A minimum of two (2) years related experience in athletics administration/event operation.
- Accuracy and meticulous attention to detail.
- Demonstrated excellent interpersonal, oral, and written communication and organizational skills.
- A positive attitude, highly motivated, and energetic.
- A strong ability to problem-solve, multitask, and perform well under high-pressure situations.
- Superior customer-service skills including flexibility and patience to deal with varied clientele in a professional manner.
- Expert in coordination of meetings, workshops, and calendar maintenance.
- Excellent writing skills, including proofreading and formatting of documents.
- Excellent computer skills in Microsoft Office Suite.
- Must be able to work a flexible schedule for events that may include days, afternoons, and evenings as well as weekends.
Additional Requirements:
- The successful candidate will be required to obtain a Police Vulnerable Sector Check.
At the Toronto Pan Am Sports Centre Inc., we can offer you:
- A Comprehensive Benefits Package including Medical, Dental, Vision, Life, AD&D Insurance, Disability coverage, and Travel Insurance.
- Employer RRSP Contribution.
- Complimentary Fitness Centre Membership.
- Training and Development including Education Assistance Reimbursement.
- Employee Assistance Program.
- Experience in working large scale events, tournaments, and competitions Commercial & Movie productions, photo shoots, and more!
- Corporate Events.
- Staff discounts on items such as mobility, clothing, events, etc.
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