Office Attendant/Event Coordinator

Woodstock Agricultural Society

Events Co-Ordinator

Job Description

The Events Coordinator plays a key role in the sales, organization and execution of all private events excluding the Farmers’ Market. The Event Coordinator manages and completes day to day tasks regarding rentals of spaces at the Woodstock Agricultural Society. The Event Coordinator makes certain the information regarding events is gathered accurately and shared effectively to ensure the smooth delivery of services. This individual is often the first point of contact for our potential clients and provides a warm, welcoming and professional atmosphere.

Duties and Responsibilities:

• Increase rentals with the focus on small to midsize events for all indoor and outdoor spaces.
• Take the lead on and increase Woodstock Agricultural driven events, with the exception of the weekly Farmers’ Market, as directed by the President.
• Manage the master event schedule.
• Manage all correspondence, inquiries and requests from potential clients, potential suppliers, volunteers and members in a responsible, efficient and timely manner forwarding any pertinent information to the president/delegate.
• Prepare all contracts and conditions of agreement for all rentals.
• Ensure all tasks related to each event are completed as per the contract and wishes of the client.
• Coordinate maintenance and staffing needs as per event, including but not limit to set up, tear down, cleaning. Report to the President and/or designate as required.
• Scheduling staffing needs according to approved budgets for each event, connecting with the President and/or delegate to ensure efficient use of staffing time. Any projected overages, need to be approved by President.
• Ensure that events held are advertised on the WAS website, Facebook page and ensure that it is kept up-to-date.
• Work with advertising committee in preparing and booking ad’s as per approved budgets.
• Create and submit a report within 1 week after the completion of an event to the President.
• Advise President and Executive of all issues, and concerns as they become known including any maintenance safety.
• Develop and maintain accurate databases of clients and all inquiries.
• In coordination with President and/or designate, complete tasks on the Events Coordinator workplan.
• Submit reports as directed by the President and/or designate for meetings Including but not limited to Board, and Committee meetings.
• Maintain financial records and account receivable/payable.
• Be discreet and maintain confidentiality.
• Present any requests for rental discounts, sponsorships, or donations to the board for consideration in a timely manner

Requirements:

• Highly motivated, with exceptional customer service skills.
• Very well organized with a keen eye for detail.
• Ability to multi-task effectively in a fast paced environment and have the ability to prioritize tasks as needed.
• Flexible schedule to meet client needs.
• Able to communicate with Board Members, community partners and stakeholders in a timely, dignified, and professional manner.
• Represent the Woodstock Agricultural Society in a professional and courteous manner ensuring you are welcoming, accommodating, and helpful to all clients, service providers, volunteers, and fellow team members.

Job Types: Part-time, Casual

Salary: $15.50-$18.00 per hour

Benefits:

• Casual dress

Flexible Language Requirement:

• French not required

Schedule:

• 4 hour shift
• Day shift

Work Location: In person