A position has become available in the Event Coordination department for a candidate with previous experience in meeting coordination. This candidate will coordinate all aspects of assigned meetings and events, from initial contact through to the completion of the function/meeting. Working with clients, internal departments and service contractors, the candidate will ensure the smooth, efficient staging and production of corporate meetings and trade and consumer shows
JOB DESCRIPTION
Coordination:
- Coordinates and executes all aspects of assigned events including room set-ups, audio-visual requirements, floor plans, invoicing and post-event reporting
- Serve as the main point of contact for clients planning meetings and events
- Conducts on-site inspections/tours of contracted space with clients
- Provide expert guidance to clients on meeting setups, logistical planning and other event-related services.
- Collaborate closely with clients to understand their event requirements, objectives, and preferences.
- Develop detailed event plans, including cost estimates, timelines, and logistical arrangements.
- Oversee event from setup to breakdown, ensuring that all arrangements are executed according to client specifications.
- Consult and recommend in-house services and pricing information.
- Liaises with all suppliers and contractors, ensuring building guidelines and specifications are understood followed and all client logistics are received and distributed accurately
- Promotes and up sell MTCC services and all MTCC official and exclusive partners.
Customer Relations:
- Communicates daily with clients, departments, suppliers and contractors to ensure smooth efficient staging of event.
- Provide exceptional customer service, addressing client needs and inquiries promptly and professionally.
- Foster strong relationships with clients, vendors, and stakeholders to deliver exceptional event experiences.
- Guides, educates, and assists in the development and training of Event Coordinators and fellow meeting managers.
- Participates in performance reviews of event coordinators
Administrative:
- Maintain accurate and up-to-date event records, client communications, and documentation.
- Assists in the department operation by participating in Facility Operations meetings and producing various monthly reports when required.
- Forecast event details for future events in the Meeting Manager’s portfolio, as part of the yearly budgeting process
Job Skills and Qualifications
- 2-3 years of experience working in Event/Meeting planning, preferably in a hotel, related venue, or planning organization
- Proven organizational skills and the ability to manage multiple events simultaneously.
- Strong understanding of event logistics, audiovisual equipment, and room setups
- Excellent communication and interpersonal skills, with the ability to build rapport with diverse clients and teams.
- Proficient in Microsoft Office Suite, including Teams, Word, Excel and other relevant tools is required
- Proficient in using event management software (Momentus) and floorplan software is an asset
- Fluency in French is an asset
- Ability to work early mornings, evenings, weekends, and extended hours as required by event schedules.
- CMP is an asset
Pay: $72,000.00-$80,000.00 per year
Work Location: In person
