Coordinator, Programming & Events

JOB DESCRIPTION:
COORDINATOR, PROGRAMMING & EVENTS

JOB TITLE: Coordinator, Programming & Events

REVISION DATE: January 2025

REPORTS TO: Senior Manager, Communications & Partnerships

PORTFOLIO: Lonsdale Quay Market, Tsawwassen Quay Market, Nanaimo Quay

Market

PRIMARY DUTIES: Site Activations & Programming

STATUS: Permanent, Full-Time

Quay North Urban Development Corp. (“QNU”) is a property development and management company, with 40 years of experience in the real estate industry. QNU manages our privately-owned assets, as well as provides services to clients and partners looking for specialized real estate and services tailored to specific projects or opportunities. With teams dedicated to real estate development, full-service property management, resort management, venue operation and marketing, our properties are managed with the highest standards, and our clients and partners are served with dedicated attention. Our diverse history has provided a strong foundation based on international experience in land development and asset management, specializing in leisure and entertainment properties, tourist destinations, and placemaking.

As a valued team member of the QNU team, the role of Coordinator, Programming & Events reports directly to the Senior Manager, Communications & Partnerships while planning, developing, and executing onsite programming and events.

1. SCOPE AND PURPOSE

The Coordinator, Programming & Events works within the vision and annual marketing strategy. The role is responsible, within the Company’s plan, for all elements of site activation and programming. This includes planning, developing and executing onsite programming including Pop-Ups and performances, specialty leasing, and the North Vancouver Visitor Centre.

2. CORE COMPETENCIES, CHARACTERISTICS AND QUALIFICATIONS

The Coordinator, Programming & Events possesses and demonstrates the following experience and/or capabilities:

GENERAL

- Five years of professional working experience

- Minimum two years of event related experience

- Relevant post-secondary education, or equivalent experience

- Strong understanding of event and execution

- Familiarity with marketing functions such as programming and community engagement

- Strong understanding of project management

CHARACTERISTICS

- Outstanding organizational and time management skills

- Analytical mindset and problem-solving orientation

- Quick thinker, and self-starter

- Excellent communication written and in person

- Collaborative in approach

3. POSITION RESPONSIBILITIES AND ACCOUNTABILITIES

The following outlines the roles and responsibilities of the Coordinator, Programming & Events:

a. Program Planning

- Execute plans based on budget and objectives, working in coordination with Senior

Manager and department team members.

- Create detailed plan for each project including Budget, timelines etc.

- Plan and execute all aspects of logistics and programming coordination for: Specialty leasing,

Visitor Centre and site activations as directed.

- Respond to all inquiries and provide program information (rates, locations, requirements, and basic rules).

- General correspondence with potential vendors, partners and performers and setting up initial meetings.

- Draft partnership and vendor contracts and review with Senior Manager.

- Ensure all contracts, agreements and hold harmless forms are up-to-date and are distributed and signed by partner.

- Distribute programming schedule to team and appropriate partners.

- Inform Market tenants of the upcoming programming and promote tenant involvement.

- Outreach and recruitment for: Specialty Leasing vendors, Performers and Partnerships + visitor centre staff and volunteers.

- Provide information to Marketing Team for creative collateral needed to promote programming through various media sources, signage, ads, newsletters etc.

- Include summary of events, and programming highlights on monthly marketing reports.

- Provide information for Communications Coordinator to promote the event through various media sources: website, social media sites, on-line events listings and newsletters.

- Provide information for Brand Specialist Coordinator to design and create signage, ads and associated creatives.

- Develop and task detailed set up and take down plans for Operations Team.

- Ensure ongoing communication with Operations Team around all programming events to ensure they are up to date.

- Ensure presence by marketing department at all events.

- Conduct follow up correspondence and in-person interviews with Market tenants and participants.

- Compile all important documents, event marketing materials and logistical information in programming folder.

- In collaboration with the Senior Manager, secure Farmer’s Market partner for upcoming season including all necessary contract negotiations and planning with neighbouring businesses/partners.

- Plan and execute all aspects of logistics and programming coordination for the seasonal

Farmer’s Market, as directed with the support of the partner.

b. Administration

Meetings
- Attend weekly meetings with Senior Manager, to review current projects and status updates.

- Attend weekly marketing meetings with marketing team, to present and discuss current and future projects.

- Attend weekly staff meetings to review operations, admin and marketing items.

- Attend Annual Tenant Meetings.

- Attend external partner conferences and meetings

Financial Administration
- Proposal of purchase order requests as per approved budget line items.

- Ensuring all items are tracked in PO tracking workbook.

- Complete associated cheque requests for approved POs.

- Complete reconciliation forms for all requested cash items.

- Maintain accurate financial reports for appropriate department budgets.

c. Stakeholder Management

Communication

- Engage in event brainstorming/planning sessions with tenants and community partners.

- Conduct regular communication with all Market tenants.

- Inform tenants of upcoming promotions, programming and events via in-person & email/memo communication.

- Conduct post event and promotion discussions with tenants and encourage feedback.

- Meet regularly with tenants, engage in event brainstorming/planning sessions with tenants and community partners.

- Stay informed of community events and potential involvement for LQM.

- Coordination of inquiries from members of the community to use our properties for events, promotions, etc.

- Partner with various community organizations and businesses for onsite programming opportunities.

d. Brand Ambassador

- At all times represent QNU brands professionally, in a manner directed through all communication and interaction.

Job Types: Full-time, Permanent

Salary: $50,000.00-$60,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Bonus pay

Education:

• Bachelor's Degree (preferred)

Ability to Commute:

• North Vancouver, BC V7M 1A2 (required)

Ability to Relocate:

• North Vancouver, BC V7M 1A2: Relocate before starting work (required)

Work Location: In person