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Job Description / Duties

The Role
Reporting to the Manager of Events & Outreach, the Event Coordinator typically is assigned and leads all activities related to events on the Square both in the office and on site. As the primary contact for all client requirements, the successful applicant’s responsibilities include (but are not limited to) procurement of services, rentals and staffing, communication with internal and external stakeholders and supervising onsite activities throughout the client’s occupancy of the facility. The successful candidate will be expected to investigate the opportunities, initiate new contacts and support the events from community and commercial clients.

Event Coordinators are the primary liaison for the event organizers and YDS suppliers, throughout the planning process and during activations. They work alongside other full-time and seasonal Event Coordinators.

The Environment
This role will work standard business hours, with some evenings and weekends to support Yonge-Dundas Square events/programming. Please note that this is a HYBRID position, meaning staff may be required to work remotely/from home, and in-office/onsite at Yonge-Dundas Square. As such, candidates must be located in or around Toronto, Ontario and have easy access to our location in Downtown Toronto. A laptop will be provided.

Specific Requirements
• Act as the primary client service contact throughout the assigned event(s).
• Review and analyze the needs of clients and plan accordingly.
• Support clients in determining event requirements and ensure proper use of facility and successful event execution.
• Assist and guide clients with determining event requirements to encourage and ensure successful execution.
• Prepare initial quotations for services and obtain authorization from clients, review and track all additional services/charges for events.
• Procure services for events as required (internally and externally), ensure adequate staffing of events and prepare event schedules and breakdowns for YDS event staff and services.
• Provide timely and pertinent updates to the Manager of Events & Outreach regarding events and delivery of services.
• Effectively manage the flow of information between YDS and clients, including identifying and communicating critical paths, forwarding forms/ guidelines/ invoices and ensuring deadlines are met.
• Prepare information related to client billings, review with Manager of Events & Outreach and clarify billing matters with Finance staff.
• Prepare detailed Show/Event Information document for internal distribution.
• Ensure compliance with City and YDS guidelines.
• Prepare pre/post event facility inspection reports, assess damage to the facility and complete internal event reporting in a timely fashion.
• Ensure the necessary documents such as floor plans, building permits, rules and regulations, etc. are received for review and approval.
• Participate in Health & Safety programs.
• Conduct risk assessments for larger scale festivals.
• Identify areas of concern for safety/emergencies and take practical steps to mitigate or eliminate issues, where possible.
• Prepare post show/event analysis for future planning purposes.
• Oversee occupancy of facilities from load-in to load-out to ensure compliance with agreements and other terms and conditions governing the facility occupation.
• First point of contact for new and prospective event applicants, explaining YDS mandates, timelines and requirements.
• Assist Manager of Events and Outreach with the event application process and booking calendar.
• Build, manage and maintain client database.
• Ensure effective relationship management of existing accounts and develop new accounts by engaging potential clients and understanding their needs. Driving sales, business development activities and building strategic relationships.
• Gather feedback and make recommendations for strategic sales and promotional opportunities.
• Conduct tours of facility for potential clients, answer questions and provide information regarding facility capabilities, policies and procedures and assist clients in finalizing booking arrangements.
• Manage the general voicemail box for general enquiries, and the email info@ydsquare.ca account, providing timely responses to enquiries and forwarding information to Senior Management as appropriate.
• Perform other duties as assigned by the Manager of Events & Outreach.

Qualifications / Required Skills

Eligibility Criteria
• Post-secondary education in a discipline pertinent to the job function or a minimum of 3 years' experience in an events or cultural environment, or equivalent combination of education and experience.
• Practical experience in coordinating events involving a wide range of stakeholders with a focus or specialisation of community-based partners.
• Experience in production including event, stage, and production management.
• Demonstrated knowledge and ability to interpret and apply applicable codes, standards, guidelines, and government legislation, specifically the Occupational Health & Safety, WHMIS regulations, Fire Code and Building Code.
• Strong written and verbal communications skills, interpersonal relationship management, conflict resolution and problem-solving ability.
• Ability to communicate effectively with contracted services staff on the phone and in person, throughout planning and on site.
• Excellent and proven organizational skills including the ability to prioritize, react quickly to changing circumstances and make good analytical decisions based on information available, and meet deadlines.
• Experience utilizing a variety of software packages including Microsoft Suite, database management and social networking sites, familiarity with venue management software an asset.
• Ability to work independently and in a team environment.
• Proven customer service skills.
• Flexibility to workdays, early mornings, late nights and overnight shifts including weekends, as required by shows/events. Time in lieu will be given.
• Ability to perform moderate lifting (up to 40lbs).
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.

Additional Information

Yonge-Dundas Square is an equal-opportunity employer which values diversity in the workplace. We are therefore happy to accommodate individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require accommodation in order to work at YDS, please let us know.

Yonge-Dundas Square is committed to a positive and supportive environment that promotes equity and diversity. Priority will be given to persons from indigenous or visible minorities, persons with disabilities, newcomers to Canada (within the past 5 years) or those for whom this opportunity would further their understanding of the public realm.

Salary: Range depending on experience: $55,000 to $65,000

Contact Information

Completed applications should be emailed to: employment@ydsquare.ca

The email should have the subject line: Application for Event Coordinator & YOUR NAME
Please include as attachments to your email, in a single PDF document, a cover letter explaining why you wish to join the YDS team and your current resume.

Employer Profile

Located at the intersection of Yonge & Dundas Streets in downtown Toronto, Yonge-Dundas Square is an outdoor event space adjacent to the busiest road junction in Canada. Set up in 2003 as a service agency of the City of Toronto, we are a small staff team that manages and operates the square as a public and welcoming space for a wide range of commercial and community clients. In a typical year, YDS may host up to 200 event days.