Special Events Design Coordinator

Position Overview:

The Special Events Design Coordinator is responsible for overseeing the Events Setup team in the setup and dismantle of weddings and other Special Events, according to design summaries and floor plans. The key responsibility is to lead, supervise, and hold accountable all direct reports, with a goal of ensuring guest satisfaction, design accuracy, and setup efficiency. Additional duties include packing list administration, light cleaning following events, and inventory & warehouse management. Please note, advertised compensation includes base wage & guaranteed gratuity.

This position requires full-time availability (36-44 hours/ week), May thru October and part-time availability (16-20 hours/ week), November thru April.

Job Functions:

Leadership:

• Responsible for the hiring, training, scheduling, supporting, reviewing, disciplining, and termination of the Events Setup team, in coordination with the Human Resources Generalist (and Special Events Designer).
• Establish and deliver effective orientation and training programs for new staff, while developing continuous procedural training and support for the Event Setup Lead(s) and Event Setup support staff, to ensure the team is efficient and effective in executing design elements.
• Follow and maintain operational checklists, ensuring that Event Setup staff are fulfilling their duties.
• Maintain a close connection with staff throughout the event setup, balancing efficiency and safety.
• Conduct consistent check-in meetings with Event Setup staff, based on the company performance review schedule, providing constructive feedback to staff under supervision and collecting feedback from staff to improve setup processes.
• Participate in weekly meetings with the Special Events Designer to review and plan for upcoming event contracts, while addressing challenges arising from previous events.

Planning & Control:

• Sustain and manage the Rentmaster decor inventory software system with precision and expertise.
• Communicate with clients for the final confirmation of their design plan.
• Create, modify, and finalize decor packing lists.
• Manage warehouse and main building decor inventory, including maintaining decor par levels, stocking, restocking, and inspection of decor items for events.
• Manage third-party linen laundering program, including receiving, collecting, counting, inspecting, and reviewing invoicing.
• Establish and prepare comprehensive client folders for the event setup team.

Event Setup Execution:

• Collaborate with the Special Events Coordinator in managing execution of floor plan setup in advance of all Special Events.
• Lead the Event Setup team in the following tasks, in advance of and post-event:
• Move and set up tables and chairs according to the floor plan.
• Arrange patio tables and chairs.
• Setup, dismantle, maintain, and fold linens.
• Fold napkins, set tableware and glassware.
• Setup small decor items, such as candles, vases, and table chargers.
• Hang, dismantle and fold drapery.
• Setup large decor items such as decor installations, event furniture, and signage.
• Setup and teardown of backdrops.
• Complete light cleaning duties including sweeping and mopping, assist with taking out the garbage, operate dish and laundry washing equipment, and polish and organize glassware, as required.
• Arrange and stock the bridal suites, as required on flip days.

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.

St. Mary’s Golf & Country Club is an equal opportunity employer committed to diversity, inclusion and supporting the well-being of our employees. We encourage all qualified applicants to apply and accommodations throughout the selection process will be made upon request.

Job Types: Permanent, Part-time, Full-time
Part-time hours: 16-44 per week

Salary: $23.00-$26.00 per hour

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Tuition reimbursement
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 10 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• St. Marys, ON N4X 1G2: reliably commute or plan to relocate before starting work (required)

Experience:

• Event Setup: 2 years (preferred)
• Supervising: 1 year (preferred)
• Banquet: 1 year (preferred)

Work Location: In person