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Job Description / Duties

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-based 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.

Please note that this is a HYBRID position, meaning staff may be required to work remote/from home, and in-office/onsite at YD Square. As such, candidates must be located in or around Toronto, Ontario and have easy access to our location in Downtown Toronto.

Major Responsibilities

• Act as the primary client service contact throughout the assigned event(s).
• Support clients in determining event requirements and ensure proper use of facility and successful event 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.
• Ensure the necessary documents such as floor plans, building permits, rules, and regulations, etc. are received for review and approval.
• 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.
• Act as the main point of contact for regular client outreach.
• Create and maintain a database for prospective community clients.
• Create and maintain files and programs to assist clients in booking the Square.

Successful applicants can expect to work unusual hours, evenings, and weekends in often physically demanding conditions, outdoors and sometimes in large crowds (once public gatherings are allowed).
Time off in lieu for additional hours worked.

Due to current circumstances, and the uncertainty regarding the resumption of large-scale events, some flexibility will be required, regarding specific responsibilities.

Qualifications / Required Skills

You should enjoy developing partnerships with other organizations and community stakeholders and are motivated to grow those relationships for mutual benefit.

• 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 365 Suite, database management, familiarity with Ungerboeck or other venue management software an asset.
• Ability to work independently and in a team environment.
• 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

Equity, Diversity & Inclusion:
Yonge-Dundas Square is an equal opportunity employer which values diversity in the workplace.
We are committed to fostering an inclusive, accessible environment where all employees and members of the public feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of the public and the communities in which we live and serve.

Accommodation:
Yonge-Dundas Square is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Benefits
Annual Vacation: 10 days in the first year, increasing to 15 days in subsequent years. 3 Float / personal days.
After an agreed probationary period, the successful applicant will be eligible to join the OMERS Pension plan and the City of Toronto health/dental benefits programme.

Salary: In a range between $56,000 to $65,000 depending on experience.

Contact Information

Please submit a resume and cover letter explaining why you consider yourself to be a candidate for this role. In the cover letter please state which position you're applying for and send the complete application via email to employment@ydsquare.ca.

We prefer attachments to be combined into one document - PDF format.
The filename should be _ECjob_firstname_lastname (DOT) pdf

We thank you for your interest in the role. Only those selected for an interview will be contacted.
No phone calls please.
The selection process may include a written or practical test as related to the position.

Employer Profile

Yonge-Dundas Square is an agency of the City of Toronto. It manages and operates the public square as an events and brand activation location in the centre of downtown Toronto.

In a typical year 200 event days take place each year. As public outdoor events return this spring/summer the square is looking to hire events experienced persons.