Event Coordinator

Responsibilities:
1. Event Management

· Support the Event Management Team (EMT) in coordinating external events.

· Attend to hall rental inquiries via email, phone call, and/or text messages.

· Send quotes to renters and follow up to ensure deposits are paid and insurance in place.

· Coordinate with clients to understand their event requirements and objectives.

· Provide excellent guest services throughout the booking process, addressing any concerns or issues that may arise.

· Collaborate with internal teams and external stakeholders to ensure seamless event execution.

· Prepare contract and ensure renters understand all parts of a signed contract.

· Follow up with renters after each event to obtain feedback to aid improvements.

· Drive rentals by identifying and pursuing new business opportunities.

· Communicate with appropriate persons to ensure the property is ready for renters.

· Establish and maintain strong relationships with key frequent renters.

· Champion social media (Facebook, Twitter, Instagram etc.) set up for HOP Events and support improvements to the events booking website.

· Knowledge of Honeybook App and willingness to grow utilization for event management.

· Manage and process of all online orders via e-commerce platforms.

· Keep EM accounting office suite and system updated and reconcile invoices and receipts.

· Other related duties as assigned.

2. Office Administration

· Engage in securing and administering the appropriate software for running the library. This includes inventory taking, cataloging, and developing the process for making the library functional and being present during determined library operating hours.

· Coordinate with church admin on event management – enter events in the calendar to avoid any conflicts.

· Understand the admin function operation and serve as fill-in staff for admin when the office manager is on vacation/other assignments.

· Acts as liaison to other volunteer groups, vendors, and church-affiliated committees.

· Other duties as assigned or approved by the parish pastor and/or associate pastor in charge.

3. Financial Support and Liaison

· Entry of donation envelopes into the accounting (QuickBooks) software and support the preparation of monthly accounting remittance reporting.

· Assist the finance team in preparing financial records required for mortgage reports.

Who we are looking for.

· Hold a diploma (or higher) in event management or office administration or related discipline, however, work experience and related education will be considered and

· 2+ years of experience working in an administrative/ event management position, preferrable in the church or non-profit sector is a bonus.

· Has a good handle on being discreet with member personal information privy to.

· Strong computer skills including proficiency MS Office (Outlook, Word, Excel, Teams, OneNote, Publisher and/or PowerPoint) and working with online content.

· Knowledge of Honeybook App and QuickBooks is an advantage.

· Knowledge of budgeting principles and experience managing event budgets

· Strong organizational skills with the ability to multitask, prioritize effectively and pay attention to details.

· Excellent communication and interpersonal skills to interact with clients, vendors, and team members.

· Ability to market events space effectively to attract attendees, upselling skills to promote additional services or upgrades to clients.

· Able to excel in a fast-paced, small team setting and committed to a collaborative, strengths-based approach to working with all ministries of the church.

· Takes initiative and is self-motivated.

· Ability to work on Sundays, occasional evenings, and Saturdays. Mobility required.

If interested and qualified, please email your resume along with a cover letter to admin@rccghop.ca on or before 2nd February 2024.

Expected start date: February 19, 2024 (negotiable within reason).

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Job Type: Full-time

Salary: $19.00-$22.00 per hour

Expected hours: 30 – 35 per week

Benefits:

• Dental care
• Life insurance
• Paid time off

Schedule:

• On call
• Weekends as needed

Application question(s):

• This is a religious organization and will promote beliefs in Jesus. Are you comfortable working in this environment and around people of faith?

Language:

• English (required)

Ability to Commute:

• Calgary, AB T3N 0T6 (required)

Ability to Relocate:

• Calgary, AB T3N 0T6: Relocate before starting work (required)

Work Location: In person

Application deadline: 2024-02-02
Expected start date: 2024-02-19