Job Description

Events Coordinator/Reception

Kwanlin D\xc3\xbcn Cultural Centre

Whitehorse, YT
Full Time
Compensation: $25 Annually

• 
  Administration And Clerical

Duration

Contract

Job Level

Assistant

Intended job posting audience

Anyone who can legally work in Canada can apply for this job. If you are not currently authorized to work in Canada, the employer will not consider your job application.




Position Status

Four month contract, possibility of extension



Potential Start Date;

December 11th, 2023

Position Summary Under the supervision of the Events Manager (EM), the Events Coordinator (EC) is responsible for booking, organizing, planning and implementing events at the Kwanlin D\xc3\xbcn Cultural Centre, including conducting rental client tours and initial meetings, conducting event intakes, creating event sheets, quotes and contracts, organizing event plans and schedules, developing room layouts, maintaining and updating event paperwork, receiving payments, communicating with clients, and overseeing a client relations strategy. This position is also responsible for meeting with incoming caterers using KDCC kitchen facilities and clients during setup days. Section 3 - Principal Duties and Responsibilities Principal duties and responsibilities are interpreted as being descriptive and not restrictive in nature. Event Organization and Support

• Respond to booking requests directly and as directed by the EM.

• Conduct rental client tours, meetings and intakes.

• Provide information about and enforce understanding of rental pricing and room capacities, KDCC policies and procedures, event schedule timing, and other event related policies or information.

• Organize and manage rental event bookings as directed by the EM, primarily for the Artist Studio, Classroom A, Classroom B, and Elder\xe2\x80\x99s Lounge, as well as some Multi-Purpose Room bookings or other bookings as directed by the EM.

• Organize all aspects of event bookings from beginning to end including: Complete Rental Contracts, provide layouts, Event Order for CST team, correct polices signed according to rental needs.

• Print out weekly Event Order Forms as required

• Support client inquiries and needs/services pre, during and post events.

• Assist with organization of internal employee events in collaboration with the Culture and Heritage Department, as required by the EM or Executive Director.

• Cover the desk of the EM as required.

• Responsible for upkeep of event supply inventories (dishes, uniforms, cleaning product etc.), ordering when necessary

• Meet with incoming caterers using kitchen facilities

• Being onsite and assisting clients during setup days, special event days for any last minute requests

• At reception; greet each person entering KDCC direct/help as needed, answer and direct phone calls, sell merchandise through Square POS, stock merchandise as needed.

• Decorate building for holidays as needed.

• Manage and maintain office supply inventory for rental clients (flip charts/markers, pens/paper, supply box, etc.).

• Strong knowledge of the local hospitality and event planning industry

• An out-going, people-oriented personality

• Ability to take on responsibility and use initiative to prioritise and work effectively, under pressure and to tight deadlines

• Able to manage a heavy workload and establish priorities, with well-developed time management and organizational skills

• Able to work efficiently as part of a team as well as independently

• Effective communication skills with individuals at all levels of the organization

• High level of critical and logical thinking, analysis, and/or reasoning

• Good organizational, time management and prioritizing skills

• Ability to develop, interpret and implement company policies and procedures

• Attention to detail in all areas of work

• Confident, consistent, decisive personality

• Computer literate, including working skills of Microsoft Suite, and MacOS

• Ability to adapt to changes and last minute requests

• Fluency in English is required, ability to speak another language considered an asset

• Ability to work in a cross-cultural environment.

• Knowledge of Kwanlin D\xc3\xbcn\xe2\x80\x99s history, culture, demographics, goals and aspirations an asset.

• Employees must sign a Code of Conduct and Ethics Agreement, an Employee Conflict of Interest and an Oath of Confidentiality

• Class 5 Driver\xe2\x80\x99s License

• Criminal records check may be required

• Willingness to be trained in First Aid and CPR

• Willingness to work variable hours, weekends and occasionally long hours.

• 37.5 hour work week, Monday through Friday

• Overtime after 8 hours per day or 40 hours per week at a rate of 1.5

• Overtime must be pre-approved by your supervisor

Section 4 - Specific Accountabilities What are the expected end results of this position, i.e. what are the impacts of performing the Principal Duties and Responsibilities? The Events Coordinator is responsible for ensuring that rental clients receive impeccable and professional service from first contact through to final communications following an event. This position engages in regular direct contact with clients and guests of the facility and ensures that the facility maintains a positive reputation. Section 5 - Decision Making The Events Manager develops objectives for this position, in conjunction with the Executive Director. Following Finance Department guidelines and policies, this position is involved in making daily decisions regarding the purchase of office supplies, and occasional human resource and financial filing. This position does not directly supervise human resources. Section 6 - Personal Suitability This position requires an individual who is outgoing and able to maintain a positive personality at all times when dealing with clients, customers, staff and other guests of the facility. The successful applicant will have outstanding interpersonal and communication skills, and a strong ability to work as part of a team. This position requires exceptional attention to detail and time management skills, as well as strong organization and information management skills. The incumbent will possess strong knowledge and experience in event planning and management, and have a passion for providing outstanding customer service and ensuring the success of every event. This position requires an individual who is reliable, diplomatic, and confident, and who is able to work well with initiative under extreme pressure and multiple tight deadlines. Section 7 \xe2\x80\x93 Qualifications Section 8 \xe2\x80\x93 Working Environment This position works in an indoor environment approximately 95% of the time, though occasional outdoor work is required in all seasons. This position is required to spend approximately 85% of the day sitting at a desk, with about 15% spent standing, walking, lifting and moving equipment and furniture. Physical and mental effort is required to sit and focus for long periods of time. Section 9 - Conditions of Employment Confidentiality is a condition of employment for all Kwanlin D\xc3\xbcn Cultural Centre personnel. Failure to comply may result in dismissal. Employees are expected to follow all workplace guidelines and rules in a harmonious and cooperative manner. Employees are expected to work in a team environment and assist the team in creating future success for the KDCC. Section 10 \xe2\x80\x93 Dress Working attire will consist of standard professional business attire. Section 11 \xe2\x80\x93 Hours of Work Section 12 \xe2\x80\x93 Documents

• KDCS Code of Conduct and Ethics, an Employee Conflict of Interest Policy and an Oath of Confidentiality

• Appendix 6: Employee Intake Form

• TD-1 Form

• Direct Deposit Form

• The employee will maintain confidential information in strict confidence and will not disclose any information concerning the operations of the Kwanlin D\xc3\xbcn Cultural Centre or the Kwanlin D\xc3\xbcn First Nation Government to any third party.

• The terms contained within this document are to remain private.

• Failure to adhere to these policies will result in immediate termination.

Section 13 \xe2\x80\x93 Confidentiality Section 14 \xe2\x80\x93 Termination and Probationary Period During the Probationary Period (as outlined in the Letter of Offer), written notice of termination may be given at any time. Following the Probationary Period, KDCS may terminate this Agreement in its entirety, at any time and for any reason, upon two weeks prior written notice to the Employee. Successful completion of the Probationary Period is not connected to any commitment for an increase in wages (raise).