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FACILITY EVENT COORDINATOR

Job ID: 57027

  • Job Category: Buildings, Property Operations & Real Estate
  • Division & Section: Corporate Real Estate Management, Real Estate Property Management
  • Work Location: St. Lawrence Market
  • Job Type & Duration: Full-time Temporary (24 months) vacancy
  • Hourly Rate and Wage Grade: $38.58 - $42.26 per hour
  • Shift Information: 35 hours per week, Variable work schedule including evenings, weekends and holidays
  • Affiliation: L79 Full-time
  • Qualified List: Candidate List will be established. For applicability and duration, see below.
  • Number of Positions Open: 1 
  • Posting Period: 11-Jun-2025 to 25-Jun-2025
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Job Summary:

Reporting to the Supervisor, Customer Support Services.  This position will coordinate events, film shoot logistics meetings etc., including, planning, execution, and evaluation, at St. Lawrence Market District locations.

 

Major Responsibilities:

  • Coordinates and oversees events and film shoot logistics including, planning, execution and evaluation.
  • Reviews, prepares, approves and administers events, film shoot applications, meetings, plans, permits, contracts, payment deposits, invoices and refunds while ensuring all are in accordance with policies, bylaws, regulations and applicable legislation. Signs documents as a representative of the corporation.
  • Operates computers and various office equipment. Utilizes, maintains and updates data and records on a variety of software applications.
  • Reviews and approves room booking activities, coordinates and maintains event, meeting and film shoot schedules, inventory, and information. Oversees client accounts using a computerized booking system.
  • Coordinates technical components and resources required to facilitate large scale meetings events and film shoots.
  • Conducts venue tours for potential clients to determine feasibility of event, meeting and/or film shoot facilitation and to determine staff and resource requirements.
  • Liaises with and maintains positive working relationships with staff, other divisions, City Councillors and Mayor, clients, the public, agencies, contractors, other levels of government and stakeholders in a politically sensitive environment.
  • Responds to business or operational enquires, complaints and concerns both orally and in writing. Takes appropriate actions to ensure timely and professional resolution.
  • Provides coordination, work direction, training and guidance to assigned staff. Plans and organizes work routines, procedures and schedules staff.
  • Coordinates and attends meetings and acts as the division and/or unit representative.

 

Key Qualifications:

  1. Extensive experience in large scale meeting, event and film shoot production and management.
  2. Considerable hands-on experience working with the technical components and resources required to produce and support large scale meetings, events and film shoots.
  3. Considerable experience in contract administration, Client coordination as well as establishing and maintaining positive stakeholder relationships in a politically sensitive environment. 
  4. Considerable clerical/administrative experience.
  5. Experience scheduling and providing work direction, training, guidance and support to staff in a unionized environment.
  6. Experience using a variety of computer software applications, including MS Office (Word, Excel, Teams and PowerPoint) Outlook E-Mail and computerized permitting systems (i.e. Active Net). Experience with Customer Relationship Management tools, Booking software and Project Management tools.

 

You must also have:

  • Excellent customer service skills with the ability to creatively balance the needs of the organization and client against the available resources.
  • Ability to multi-task and effectively carry out the various duties of this position, with minimal direction in a fast paced environment.
  • Demonstrated problem solving and decision-making skills with the ability to identify and analyze inefficiencies and develop effective solutions.
  • Ability to work independently and cooperatively with others in a multidisciplinary team environment.
  • Detail-oriented with excellent organizational skills.
  • Proficiency in various competencies including marketing, negotiations, report writing, and project management.
  • Ability to communicate effectively, both orally and in writing.
  • Excellent time management skills with the ability to demonstrate flexibility within the assigned portfolio.
  • Fundamental knowledge of policies, procedures, regulations and legislation related to meeting, event and film shoot coordination.
  • Ability to work evenings and weekends as required to support operational requirements i.e. peak event periods.

 

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

 

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto 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. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

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