Private Events Coordinator - Clerk III Job Listing at City of Edmonton in Edmonton, AB (Job ID 53608)

Description

Fort Edmonton Park is a historical museum offering authentic, immersive, memorable and fun experiences to a broad range of audiences. Many individuals, communities and corporations choose Fort Edmonton Park as the venue for their special occasions. Every year we play host to hundreds of private events that take place in a variety of locations, some of which book out the entire Park. We are looking for an individual to join our Sales Team as a Private Events Coordinator. If you like working in a fast-paced environment where no two days are ever the same; if you pride yourself on your service excellence, exceptional organizational skills and ability to multitask and prioritize in a fast paced work environment then consider this opportunity!

What will you do?

• Support the sales team by organizing the deployment of confirmed sales contracts
• Manage all logistical aspects of events including booking venues, audio equipment, room setup, menu planning, parking and transportation
• Collaborate with Supervisor, User Groups, Central Bookings Team and on site staff to ensure that client bookings are aligned with the intended usage of the facility
• Check venue for readiness prior to event and meet with clients during events
• Liaise with various stakeholders  including the train crew, public interpretation, entertainment, food & beverage and third party vendors to ensure all necessary support services are confirmed and coordinated
• Prepare detailed briefing notes, outlining the schedule of events, room set-up, presentation requirements and distribute to all vested parties
• Enter all information including catering details into Opera Sales and Catering system, ensuring that information is accurate, timely and disbursed accordingly
• Administer and communicate operational policies and procedures established for the facilities (i.e. emergency procedures, space/facility/equipment use, and cash handling)
• Manage Internal Transfers, Tentative bookings and Accounts Receivable to ensure the timely processing of payments 
• Produce schedules and status reports regarding users and activities of the facility and share with all stakeholders
• Enter all information including catering details into Opera Sales and Catering system, ensuring that information is accurate, timely and disbursed accordingly
• Attendance at weekly team meetings and one-on-one meetings with direct supervisor
• Other relevant duties as assigned