Under the direction of the Sales Supervisor, this position will be responsible for venue rental contracts, event
planning & coordination, and assisting in supervision of events.
DUTIES:
Under the general direction of the designated manager, the position is responsible for:
- Liaise with Sales Supervisor on all venue rental contracts and events
- Coordinate the logistics of venue bookings
- Meet with clients and other groups as required to organize and coordinate bookings
- Finalize client requirements including room setup, required event personnel
- Ensure that room setup is in accordance with lease requirements, standard venue booking
procedures and with safety standards and fire and health codes.
- Monitor administrative procedures and progress of venue bookings
- Calculate and provide Sales Supervisor with all estimates of potential costs for a venue booking
- In conjunction with the Sales Supervisor assumes primary responsibility for maintaining the venue
booking system with respect to booking calendar, all booking related setup details and client
database
- Coordinate with internal and external service providers for venue bookings, including catering,
entertainment, flowers, decorations, signage, audio visual equipment and technician, security,
cleaning and other activities as required
- Ensure user compliance with Library policies, procedures and City by-laws
- Assist the Sales Supervisor to negotiate contracts for services, approve supplier invoices, maintain
financial records, review final billing to clients and prepare reports as necessary
- Oversee seamless operation of venue bookings in progress as needed
- Finalize all charges and prepare client billing for distribution to client and Library Administration
- Liaise with accounting to ensure proper payout of commissions to Toronto Public Library from all
event vendors
- Maintain venue booking log noting attendance, times, significant highlights
- Assist Sales Supervisor to achieve continuous effort to improve operations through streamlining
work processes, and work cooperatively and jointly to provide quality seamless customer service
- Assist in the resolution of problems or complaints from clients in accordance with established policies
and procedures
- Other duties as assigned by the Sales Supervisor
QUALIFICATIONS:
- College diploma in events, convention or meeting management, tourism or hospitality
administration
- Minimum 1 year successful events coordination
- Demonstrated experience pertinent to the duties listed above
- Well-developed organizational skills
- Strong interpersonal skills
