Verified Job
Event Management
Events & Hospitality Coordinator- job post First Ontario Performing Arts
Event Management
#796568
Remote / WFH
First Ontario Performing Arts
Job Description
Full job description
THE ROLE
Reporting to the Client and Events Manager, the Events and Hospitality Coordinator works collaboratively with internal teams, clients, artists, tour managers, rental clients, and partners to deliver exceptional event experiences. Acting as the primary contact on event days, this role ensures that all hospitality elements are carefully coordinated, prepared, and executed to meet client expectations, while upholding the PAC’s health and safety standards and commitment to exceptional customer service.
As the main liaison for Tour Managers and rental clients, the Events and Hospitality Coordinator must be visible and available, anticipating and responding to evolving needs that may arise, always ensuring that client needs are addressed and met in a way that adheres to and reflects the operational values, policies, and procedures of the PAC.
This position is hands-on in nature, requiring not only the coordination of requirements but also direct execution. Success in this role requires a genuine passion for exceeding expectations, along with strong organizational skills and a meticulous attention to detail in coordinating and executing event specifications.
Duties and Responsibilities:
Customer Service and Internal/External Collaboration
Utilize a customer-centered philosophy to fulfill rental client and Tour Manager requirements and expectations efficiently and effectively.
Provide an essential bridge between customer and all facility departments by coordinating, relaying, and following up on guest requests.
Shop for rider fulfillment at various outlets in person and online.
Work directly with rental clients and caterer to develop a detailed plan for events including décor, room set-up and menu.
Coordinate with the building operations team to ensure dressing rooms are clean, items stocked and in working order.
Order necessary supplies and coordinate deliveries with appropriate designates following PAC policies and procedures.
Ensure that all rider requirements are present for performances and are reconciled to contracted terms.
Oversee and execute the day of show activities for assigned events or performances, responding to and resolving any issues quickly and to the satisfaction of the customer.
Provide direction to caterers and crews, as necessary; coordinating with other departments as required.
Assist with set-up and strike of events spaces, including but not limited to tables, chairs, linen and décor.
Complete a post event follow up to assess overall customer satisfaction.
Administration
Track costs in appropriate spreadsheets for each performance or event and ensure that all client/artist charges are reviewed and approved.
Ensure all vendor invoices and receipts for services and products are forwarded to administration for payment.
Evaluate overall success of event as pertaining to internal procedures and standards.
THE ROLE
Reporting to the Client and Events Manager, the Events and Hospitality Coordinator works collaboratively with internal teams, clients, artists, tour managers, rental clients, and partners to deliver exceptional event experiences. Acting as the primary contact on event days, this role ensures that all hospitality elements are carefully coordinated, prepared, and executed to meet client expectations, while upholding the PAC’s health and safety standards and commitment to exceptional customer service.
As the main liaison for Tour Managers and rental clients, the Events and Hospitality Coordinator must be visible and available, anticipating and responding to evolving needs that may arise, always ensuring that client needs are addressed and met in a way that adheres to and reflects the operational values, policies, and procedures of the PAC.
This position is hands-on in nature, requiring not only the coordination of requirements but also direct execution. Success in this role requires a genuine passion for exceeding expectations, along with strong organizational skills and a meticulous attention to detail in coordinating and executing event specifications.
Duties and Responsibilities:
Customer Service and Internal/External Collaboration
Utilize a customer-centered philosophy to fulfill rental client and Tour Manager requirements and expectations efficiently and effectively.
Provide an essential bridge between customer and all facility departments by coordinating, relaying, and following up on guest requests.
Shop for rider fulfillment at various outlets in person and online.
Work directly with rental clients and caterer to develop a detailed plan for events including décor, room set-up and menu.
Coordinate with the building operations team to ensure dressing rooms are clean, items stocked and in working order.
Order necessary supplies and coordinate deliveries with appropriate designates following PAC policies and procedures.
Ensure that all rider requirements are present for performances and are reconciled to contracted terms.
Oversee and execute the day of show activities for assigned events or performances, responding to and resolving any issues quickly and to the satisfaction of the customer.
Provide direction to caterers and crews, as necessary; coordinating with other departments as required.
Assist with set-up and strike of events spaces, including but not limited to tables, chairs, linen and décor.
Complete a post event follow up to assess overall customer satisfaction.
Administration
Track costs in appropriate spreadsheets for each performance or event and ensure that all client/artist charges are reviewed and approved.
Ensure all vendor invoices and receipts for services and products are forwarded to administration for payment.
Evaluate overall success of event as pertaining to internal procedures and standards.
