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Canada
City of Vancouver Hiring For Booking and Sales Coordinator at Vancouver, BC Full Time
Requisition ID: 35076
Company
Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada’s Top 100 Employers, BC’s Top Employers, and Canada’s Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.
Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.
Main Purpose & Function
Reporting to the Senior Manager, Sales and on a day-today basis to the Booking and Events Supervisor, the Booking and Events Coordinator works in collaboration with Vancouver Civic Theatres’ (VCT) Departments and a variety of City departments to plan and coordinate events across VCT venues.
This Booking and Events Coordinator performs the full cycle of event booking processes and works in collaboration with VCT Departments and other City departments to plan and coordinate events across Vancouver Civic Theatres’ venues.
The position liaises with a variety of clients and stakeholders to book, plan and coordinate events, estimate costs, assist with the negotiation and creation of client agreements, trouble shoot for clients and ensure that accurate and timely invoicing is produced and distributed and accounts are settled.
The position also works in collaboration with the Department Managers to determine effective and efficient staffing levels, security needs, permits required and other relevant information to ensure the event runs smoothly.
Specific Duties & Responsibilities
- Leads prospective and existing clients on site visits to provide an overview of space, technical specifications, insurance requirements, necessary permits and other relevant information.
- Provides clients with recommendations on ways to maximize box office potential and minimize their financial risk by sharing knowledge of previous event specifications and successes.
- Calculates and creates event cost estimates and payment schedules
- Negotiates fees, rates, staffing levels and other terms and conditions of event agreements with clients
- Identifies challenges and conflicts that arise during the booking and event planning process and implements effective and efficient solutions.
- Coordinates bookings with clients and works to align client requirements with the appropriate venue based on availability, technical and production specifications.
- In collaboration with the Events and Booking Team, manages multi bookings to ensure that scheduling conflicts are recognized and client needs are continually met.
- Evaluates and assesses booking requests for conflicts of interest, financial risk and liability concerns.
- Drafts cost estimates from all aspects of events including rental, crew, insurance, ancillary events and facility charges
- Provides information and recommendations to external clients and advises on local services such as accommodation, financial, catering and local amenities
- Develops and maintains strong, positive working relationships with stakeholders
- Creates and builds venue event schedule and maintains accuracy to support effective and efficient operations within other various organizational departments, including but not limited to REFM, Finance, Security, Food and Beverage and Marketing.
- Collaborates with other VCT Departments to creates and issue accurate and thorough Theatre License Agreements based on information gathered during the booking process
- Ensures signed Theatre License Agreements and any required payments are returned from clients in a timely manner and within established parameters
- Plans, designs, produces and finalizes events while managing all project delivery elements within time limits for clients
- Works with clients, stakeholders and the Production Department to plan and finalize all aspects and details of events including set up, rehearsals and curtain time and ensures that all aspects of the event run smoothly.
- Provides written and verbal event information to onsite managers that outlines client information and requirements such as running times, merchandise sales, attendance, technical crew calls, audience demographics, security and other relevant details.
- Recommends and implements new concepts and designs and that help to improve and streamline the event planning and service process
- Meets with clients as needed to ensure smooth and seamless process leading up to event
- Initiates, prepares and maintains event files using EBMS by completing data entry of all relevant event information
- Produces and distributes accurate event billing within established timelines
- Collects deposits and fees and coordinates various other payments as needed
- Reviews actual event costs and prepares and approves final invoicing for the Finance team
- Adheres to The City of Vancouver’s policies and procedures to appropriately support the success of each event and to minimize the City’s exposure to loss or liability.
- Provide recommendations and develops policies and procedures that respond to changing external and internal trends.
Qualifications
Education and Experience:
- Post-Secondary Education in Business Administration and/or Hospitality and/or equivalent work experience
- Considerable related experience in a similar position in the hospitality and/or entertainment industry
- Experience in successfully managing, coordinating and negotiating terms and conditions of events held at professional venues
- Proven track record of securing new clients and increasing bookings and sales
- Demonstrated expertise in working with advanced booking/events software is required
- Serving it Right certificate required
Knowledge, Skills and Abilities:
- Exceptional organizational skills, attention to detail, and high level of customer service
- Ability to successfully handle multiple tasks and meet deadlines
- Strong written and verbal communication skills
- Ability to relay event details and requirements to the operations team
- Ability to establish strong working relationships
- Working knowledge of accounts receivable/payable in the entertainment industry (settlement of shows) required
- Demonstrated ability to understand financial reports is an asset
- Demonstrated ability to understand technical elements of performing arts venues is an asset.
- Advanced working knowledge of Microsoft Office Suite software required
- Considerable knowledge of EBMS (Ungerboeck event planning software) is an asset
- Good negotiation skills and an appreciation for the needs of both the clients and the venues
- Ability to think creatively when seeking ways to approach client needs and limitation of the venue
- Ability to provide excellent customer service and create and maintain effective working relationships with clients, external stakeholders and staff
- Ability to make sound decisions, problem-solve and provide alternate solutions
- Considerable knowledge of City of Vancouver policies and processes is an asset
All City of Vancouver employees are required to be fully vaccinated as a condition of hire and ongoing employment. Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process.
Business Unit/Department: Arts, Culture and Community Services (1200)
Affiliation: CUPE 15 Non Pks
Employment Type: Regular Full Time
Position Start Date: January, 2022
Salary Information: Pay Grade GR-021: $33.56 to $39.50 per hour
Application Close: December 26, 2021
At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.
Before you click Apply now
Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.
In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx.. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.
