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.
- Ensure detailed advances are distributed thirty (30) days prior to events/concerts and highlight any outstanding or important items.
Qualifications
- Three (3) years of recent experience working in a live entertainment venue with specific duties related to artist rider fulfillment and experience navigating contracts for the purposes of fulfilling terms, required.
- Three (3) years of recent experience event planning with external customers, an asset.
- Diploma in Events, Hospitality or related field, an asset.
- Safe Food Handling Certificate and Smart Serve Certificate, required.
- First Aid and CPR Certification, an asset.
Required Knowledge, Skills and Abilities:
- Strong decision-making skills, capable of making fast, sound judgement tactfully during high-pressure situations.
- Skilled communicator with demonstrated interpersonal skills, professional demeanor, and proven commitment to exceptional customer service.
- Ability to multi-task in a fast-paced environment while paying utmost attention to detail.
- Exceptional organizational skills, ability to prioritize responsibilities and work activities.
- Demonstrated time and project management skills.
- Self-motivated with a proven ability to take initiative.
- Commitment to strict confidentiality.
- Dedicated to building effective customer relationships that help to grow the business.
- Willingness to adapt and adjust behaviours to work successfully in light of new information and/or changing direction.
- Ability to work efficiently in a team setting and liaison with internal and external stakeholders.
- Valid Class-G Drivers License and own transportation, required.
- Willingness to assume other duties and responsibilities as needed.
WORKING CONDITIONS:
· Open office setting, primarily.
· Standing for long periods of time, walking, and lifting regularly required.
· Must be capable of coordinating multiple tasks simultaneously while maintaining composure under pressure.
· Travel may be required based on varying business demands.
· Fast-paced, high-pressure environment.
· Availability and willingness to work evenings, weekends, and long days, as business demands.
OUR PAC EMPLOYEE PROMISE
Working at the PAC means embracing the values of collaboration, creativity, care, and continued learning. We offer a robust health and dental benefits plan including an employee assistance program and extended health care, pension plan, opportunities for learning and growth and vacation flexibility. The PAC is a casual, creative environment that offers an open-concept, pet-friendly workplace, supports flexible work schedules and believes in the importance of a healthy work-life balance.
DIVERSITY, EQUITY AND INCLUSION
At the FirstOntario Performing Arts Centre, a diverse, inclusive, and equitable workplace is one where all employees and volunteers, whatever their gender, race, ethnicity, national origin, age, sexual orientation or identity, education, or disability, feels valued and respected. Managers commit to a nondiscriminatory leadership and provide equal opportunity for employment and advancement in their department, programs, and work environment. All the PAC employees will respect and value diverse life experiences and heritages and ensure that all voices within their team and the FirstOntario PAC are valued and heard.
HEALTH AND SAFETY
All employees will be expected to follow all company policies and procedures with regards to Health & Safety. A worker shall work in compliance with the provisions of this Act and the regulations; use or wear the equipment, protective devices, or clothing that the worker's employer requires to be used or worn. A worker must report to their employer or supervisor the absence of or defect in any equipment or protective devices of which the worker is aware and which may endanger himself, herself, or another worker; and report to their employer or supervisor any contravention of this act or the regulations or the existence of any hazard of which he or she knows. No worker shall remove or make ineffective any protective device required by the regulations or by their employer, without providing adequate temporary protective device and when the need for removing or making ineffective the protective device has ceased, the protective device shall be replaced immediately; use or operate any equipment, machine, device or thing or work in a manner that may endanger themselves or any other worker; or engage in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct. A worker is not required to participate in a prescribed medical surveillance program unless the worker consents to do so. (OHSA Sec. 27)
HOW TO APPLY
If you think your experience and career aspirations are aligned with this opportunity – please send your cover letter and resume to [email protected] with the subject title “Events and Hospitality Coordinator”.
The FirstOntario Performing Arts Centre is an equal-opportunity employer, and we believe that our organization is stronger when we have a team that reflects our region’s diversity.
We encourage applications from all qualified individuals and will consider accessibility accommodations to applicants upon request.
Pay: $48,000.00-$56,000.00 per year
Benefits:
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Vision care
Work Location: In person
