Events Coordinator

OVERVIEW:

The Events Coordinator is responsible for managing the end-to-end process of booking events, ensuring seamless coordination between clients, vendors, and internal teams. This role requires a highly organized individual with excellent communication skills and a passion for delivering high-quality events. The ideal candidate will have a strong background in event planning, sales, and client management, with the ability to thrive in a fast-paced environment. 

KEY RESPONSIBILITIES:

Client Liaison: Act as the primary point of contact for clients, understanding their event needs, providing detailed information on venue options, and managing expectations throughout the booking process.

Event Booking Management: Coordinate the booking of events, including securing venues, negotiating contracts, and ensuring all logistical details are in place. Maintain an up-to-date calendar of events and manage bookings to maximize venue utilization.

Vendor Coordination: Collaborate with vendors and service providers to secure necessary resources for each event, including catering, audiovisual equipment, entertainment, and other event-specific needs.

Equipment Procurement: If the required equipment is not already in our inventory or available at the venue, identify and obtain the necessary items for each event. This includes chairs, instruments, decorations, audiovisual and technical gear. Ensure that the equipment meets client specifications and is available on the event date.

Contract and Payment Management: Prepare, review, and manage event contracts, ensuring compliance with company policies. Handle invoicing, deposits, and final payments in a timely and accurate manner.

Internal Collaboration: Work closely with the marketing, sales, and operations teams to ensure all events are promoted effectively and executed according to client specifications. Provide regular updates on event status and address any issues that arise.

Problem Solving: Address and resolve any issues or conflicts that may arise during the booking and planning process, ensuring client satisfaction and smooth event execution.

Reporting: Maintain detailed records of all bookings, including client communications, contracts, and financial transactions. Prepare regular reports on booking activity, revenue, and client feedback.

REQUIREMENTS AND SKILLS:

Bachelor's degree in Event Management, Hospitality, Business Administration, or a related field preferred.
Experience in event coordination, booking, or a related role.
Strong organizational skills and attention to detail.
Excellent communication and interpersonal skills, with the ability to build and maintain strong client relationships.
Ability to work independently and as part of a team in a fast-paced environment.
Proficiency in Google Workspace and experience with event management platforms (i.e. Eventbrite, All Events, Meetup, etc.).
Ability to manage multiple projects simultaneously and meet deadlines.
Flexibility to work evenings, weekends, and holidays as required by event schedules.

HOW TO APPLY:

Interested candidates should complete this form:
https://docs.google.com/forms/d/e/1FAIpQLSdM4JUDob-Gz63lqOnEsnW6JJHiAcaRW3MJHHZOp_L-TMrH1w/viewform


Candidates with experience and who reside within the Greater Vancouver area are preferred.

Rhythm of Life Society is an equal-opportunity employer. We welcome and encourage applications from individuals of all backgrounds and experiences. Thank you for considering joining our team and helping us make a positive impact in our community!