Catering and Event Coordinator

Vancouver Aquarium, one of the many properties owned by Herschend Family Entertainment, prides itself on working towards bringing families closer together and to creating memories worth repeating. Our Core Values – greatly exceeding guest expectations, serving others, creating emotional connections, constantly improving – give us purpose and guidance.

SUMMARY:

Reporting to Senior Sales Manager, Catering & Events, the Catering & Event Coordinator assists with the initial stages of event planning and is responsible for meeting, greeting and building relationships with clients and industry professionals. This position is responsible for creating Banquet Event Orders by working directly with client files and invoicing of events for the Catering & Events Department. The Coordinator works on events for 50 to 400 people. The Coordinator also works very closely with the Banquet Department and Culinary Department and other key departments that have a hand in catered events both on site and for off-site events.

KEY ACCOUNTABILITIES:

Assisting in the initial stages of planning events:

• Conducting sight inspections and tours as required for prospective clients and representatives of the convention and hospitality industry;


• Fostering excellent relationships with prospective and current clients through professional communication using a variety of communication tools with emphasis on in-person events, on site visits and knowledge of Vancouver Aquarium, its offering and programs;


• Working closely with Clients to ensure all aspects are effectively delivered;


• Utilizing all relevant sales and marketing materials and assisting to ensure that all collateral is updated;


• Determining client needs and expectations and bringing together the appropriate internal team members to execute projects and events;


• Completing appropriate documentation to ensure a seamless handover to Banquets for executive of events;


• Processing of bookings through the property management system;


• Attending meetings and events of major importance throughout the organization

Building relationships with clients and industry professionals by:

• Answering inquiries and providing information about the venue to clients in a timely manner;


• Ensuring a timely execution of correspondence: email, sales kits, quotes, etc;


• Attending relevant tradeshows and networking events in the absence of Sales Manager;


• Hosting site inspections and FAMS for tour operations and DMOs

Ensures billing and administrative tasks are completed by:

• Adapting and maintaining event management software for its effective use at the Vancouver Aquarium;


• Following appropriate procedures for invoicing, collection and follow-up of payment;


• Participating in administrative duties as required;


• Managing and updating Event Sheets, Event Debtors, Event Clearance, excel sheets;


• Maintaining clear and organized event files for each contracted event

Consciously improves the overall organization and its process by:

• Continually improving our impact on the environment and greening of operations through support of EMS protocols;


• Maintaining and supporting organizational safety standards;


• Abiding by all organizational policies and procedures;


• Performing other duties of a similar nature or level

QUALIFICATIONS:

Education and Experience:

• Post-secondary diploma in event and/or hospitality management, tourism or a closely related area is preferred;


• Minimum of 2 years related experience in events, tourism or hospitality

Skills:

• Able to work independently and maintain a positive attitude within a very busy environment;


• Ability to make high quality guest decisions and to perform under pressure;


• Strong knowledge of Food and Beverage operations and Banquet Services;


• Strong time management and multitasking ability;


• Professional appearance and demeanor;


• Excellent communication, interpersonal and customer service skills;


• Proficiency in the use of standard spreadsheet, database and word processing software;


• Must have a valid Serving It Right certificate

Working Conditions:

• The incumbent will work in a shared office environment with the usual ergonomic risks;


• Job requires the ability to stand and walk for extended periods of time;


• Flexibility and availability in schedule are required during the week, including evenings, early mornings, weekends and holidays (including statutory holidays). Events occur both indoor and outdoor – incumbent must be prepared to work in all weather conditions;


• Job will require the ability to safely bend, lift and move light objects (up to 15 lbs) and occasional safe use of low ladders;


• Must be able to work comfortably in a fast-paced environment;


• Potential exposure to upset people in which problem solving will be required;


• Job constantly involves listening and reacting to requests for information;


• This position deals with a high volume of telephone calls;


• May be required to carry a radio and be accessible for calls

SALARY RANGE: $39,000 - $58,000 per annum