FACILITY EVENT COORDINATOR - Toronto | City of Toronto | FreshGigs.ca | 29/09/23
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Location: Toronto
Company Name: City of Toronto
Category: Communications
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Job ID: 37300

Job Category: Corporate Real Estate Management

Division & Section: Corporate Real Estate Management, FM Civic Buildings

Work Location: Various

Job Type & Duration: Full-time, Permanent

Hourly Rate and Wage Grade: $36.47 - $39.95

TF5081, Wage Grade 10

Shift Information: Monday – Friday – 35 hours per week

Affiliation: L79 Full-time

Number of positions open: 1

Posting period : 29-SEP-2023 to 27-OCT-2023

Location Information:

City Hall and Nathan Phillips Square

Metro Hall and David Pecaut Square

Scarborough Civic Centre and Albert Campbell Square

North York Civic Centre and Memorial Hall

York Civic Centre

East York Civic Centre

Etobicoke Civic Centre

Reporting to the Supervisor, Facilities & Logistics, Corporate Services, the Facility Event Coordinator will coordinate meeting, event and film shoot logistics, including planning, execution and evaluation at various City-owned facilities and locations.

Major Responsibilities:

  • Coordinates and oversees events and film shoot logistics, including planning, execution and evaluation.
  • Reviews, prepares, approves and administers meeting, event and film shoot applications, 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 a variety of office equipment. Utilizes, maintains and updates data and records on a variety of software applications.
  • Reviews and approves room booking activities, and 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 and maintains positive working relationships with staff, other divisions, City Councillors and the Mayor, clients, the public, agencies, contractors, other levels of government and stakeholders in a politically sensitive environment.
  • Responds to business or operational enquiries, 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 and procedures, and schedules staff.
  • Coordinates and attends meetings and acts as the Division and/or Unit representative.
  • Monitors and maintains excellent work delivery and standards. Reviews processes, procedures and policies to ensure accuracy, timeliness, effectiveness and safe delivery, identifying and implementing any necessary modifications.
  • Inspects and maintains resources and inventory on a scheduled basis. Ensures materials, equipment and supplies are available, clean and in safe working order. Prepares requisition forms for equipment orders and work orders for repairs.
  • Performs specialized administrative tasks, including preparation, research, review, compilation and coordination of a variety of documents, reports, evaluations, statistics and processes. Analyzes and compiles data for forecasting/budget. Prepares and delivers presentation materials.
  • Coordinates Corporate Communication requirements, and monitors and maintains website content for the Unit.
  • Monitors the work of staff and contractors, ensuring all work is performed in compliance with all legislative regulations, including WHMIS and the Occupational Health and Safety Act. Escalates issues to Supervisor.

Key Qualifications:

  1. Extensive experience in large-scale meeting, event and film shoot production and management.
  2. Significant 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. Extensive clerical/administrative experience.
  5. Experience scheduling, and providing work direction, training, guidance and support to, staff in a unionized environment.
  6. Proven experience using a variety of computer software applications, including MS Office (Word, Excel, and PowerPoint) Outlook E-Mail and computerized permitting systems (i.e. CLASS).

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 in a fast-paced environment, and to multi-task and effectively carry out the various duties of this position, with minimal direction.
  • 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 orientation, 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.

Toronto is home to more than 2.9 million people whose diversity and experiences make this great city Canada’s leading economic engine and one of the world’s most diverse and livable cities. As the fourth largest city in North America, Toronto is a global leader in technology, finance, film, music, culture, and innovation, and consistently places at the top of international rankings due to investments championed by its government, residents and businesses. For more information, visit jobs.toronto.ca or follow us on Twitter at Twitter.com/CityTOjobs, on LinkedIn at Linkedin.com/company/city-of-toronto or on Facebook at Facebook.com/CityTOjobs.

How to Apply:

For more information on these/this and other opportunities with the City of Toronto, visit us online at https://jobs.toronto..obsatcity/. To apply online, submit your resume, quoting Job ID 37300, by Friday, October 27, 2023.

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< https://jobs.toronto..cale=en_US >.


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< https://jobs.toronto..cale=en_US >.

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