Join our Team! Programs & Events Coordinator
Description:
“Ambassador of Fun,” “Magic Maker,” “Life event facilitator,” and “Community Connector” are just some of the titles of this very important role. The Programs and Events Coordinator will be responsible for the daily administrative and customer service requirements of residents and guests and for the organizing and implementation of seasonal recreation sessions, workshops and assistance with events for The Orchards Residents Association (ORA). AT ORA we want to promote engaging lifestyles for our community that includes learning new skills and staying physically and mentally healthy. This role is your exciting opportunity to unleash your creativity by organizing amazing events and crafting captivating social media content. We’re on the lookout for someone to who’s eager to join our dynamic team and play a key role in detailed organization of our programming and shaping our vibrant Orchards community. If you’re bursting with ideas and ready to have a blast, let’s join forces and create some seriously fun experiences together! This is your sign to APPLY NOW!
A COVER LETTER AND RESUME MUST BE SUBMITTED TO BE CONSIDERED FOR REVIEW
Reporting:
The Program and Events Coordinator reports to the General Manager of the Orchards Residents Association.
Duties:
Without limiting the generality of the foregoing, the Program and Events Coordinator will be responsible for the following:
Recreation and Programs:
- Promoting and marketing all Programs and Workshops
- Administrate functions of Programming, including contracts, licenses and agreements
- Write, edit and produce seasonal calendars/brochures of programming
- Reviewing and confirming invoices for payment
- Scheduling and ensuring that all programs have qualified instructors
- Implementing various policy and procedure manuals related to programming
- Developing strategies and action plans for successful programs
- Maintain our website and rentals point of sale with current and relevant information for our seasonal programs experiences
- Continually researching new programs and workshops that would be of interest to residents
- Maintaining accurate, detailed records of programs and workshops
- Assisting with the preparation and monitoring of the annual operating budget for programming/workshops revenue and expenses
- Supervising the Orchards Summer Camps and PD Day Camps
Special Events and Farmers Market:
- Support Facility Rentals and Event Coordinator with research, development, promotion, planning, implementation and execution of a variety of special events to meet the needs of the residents in the community
- Assisting with the preparation and monitoring of the annual operating budget for Special Event expenses and revenue
- Support our Orchards Farmers Market
- Schedule and promote our ORA clubs (Roots, Book Club etc..)
- Decorate the ORA Clubhouse for all seasonal holidays
- Book all necessary entertainment providers, suppliers, and equipment required for each event within the designated budget
- Create formal event plans and schedule/block appropriate rooms for each special event in November of the year
prior
- Ensure that the ORA schedule leader and Foreman are aware of the status of events in regards to scheduling additional employees, as well as the work required from their respective teams (prep work, set up, and teardown)
- Purchase all supplies required for events within the designated budget
- Create and submit grant proposals to obtain additional event funding through the Municipal, Provincial, and Federal Governments
- Communicate and organize current Community Sponsors to be a part of the events
- Implement and maintain a system to gather feedback regarding events
- Other duties as assigned
Marketing and Communication:
- Design and execute an annual marketing plan to creatively market/advertise all events, value add activities and events through various means (including ORA website, Clubhouse communication boards, social media etc.), in conjunction with the Facility Rentals and Events Coordinator
- Ensure all current contact information for the facility, as well as information for upcoming programs, events, seminars, registration dates, etc. is accurate on the ORA website
- Maintain the ORA website, Facebook, and Instagram accounts
- Support newsletter distribution with required materials to promote
- Respond to all social media questions and inquiries in a timely manner, seeking General Manager assistance as needed
- Write, edit and produce materials on events for distribution to the residents
- Seek out, coordinate, and complete sponsorship agreements for requests to support events from local community businesses for events
Other Tasks:
- Front of line service for all the resident’s needs
- Check-in residents and their guests, making them feel welcome
- Managing Community Software and Updating Resident accounts
- Purchasing of equipment and supplies within the approved budget
- Enforcing rules and regulations of the park and amenities
- Support to the General Manager and Ambassador’s including customer support and administrative duties as required
- Providing exceptional customer service and lead employees by example
- Opening and Closing the facility as required
- Various other administrative functions, including the handling of money
Safety:
- Understand and follow the ORA safety regulations
- Create and implement a detailed emergency response plan for each special event
- Ensure that safe practices and policies are being adhered to at all events and communicated for facility rentals
- Act as an ambassador of the ORA Safety program, as implemented by the Foreman & Safety Committee
- Ensure safe work procedures and conditions exist at all times, this will include event site hazard assessments
- Assist the Maintenance Foreman and Safety Committee to update and implement necessary changes to the ORA Safety Program
Leadership and Team Work:
- Work with the Facility Rentals and Event Leader to ensure there is sufficient equipment for programs & events while being compliant to the ORA safety program and staying within budget guidelines.
- Supervise and lead Program rosters, floor plans and instructor needs to ensure we have sufficient staffing to complete requirements for high quality customer service
- Address relevant questions, comments, and concerns of residents in a timely manner
Qualifications and Requirements:
- Post-secondary education in Special Event Management, Recreation Administration, Marketing and Social Media Management, or at least four (4) years’ work experience in one of these fields
- Experience in overseeing social, cultural and recreational programs, events, and services
- Experience in event planning, development, and execution
- Must have exceptional communication and computer skills, with knowledge of Publisher, MS Office, Canva, or other design software
- Strong leadership, problem-solving, organization skills, project management, and conflict resolution skills required
- Must thrive in a positive work culture, where teamwork is the name of the game
- Experience and knowledge of budget management
- Proven interpersonal, public relations, presentation, verbal and written communication skills, as well as negotiation and sales skills
- Willing to grow and develop with the organization
- Must be able to work well with others while taking direction and feedback
- Experience in marketing and social media advertising is considered to be an asset
- Experience in sponsorship recruitment is considered to be an asset
- CPR and First Aid Certification (training will be provided, if required)
- A valid Class 5 Drivers License and vehicle available for supply runs
- Successful completion of a criminal record check
This is a full-time salaried position, Monday to Friday with some evenings and weekends required for events/meetings. Salary will commensurate with qualifications and experiences and includes a comprehensive benefits package.
TO APPLY:
Interested applicants are asked to submit a resume and cover letter detailing relevant experience, qualifications, and salary expectations to the General Manager by emailing: gm@orchardsra.ca as soon as possible. Applications submitted directly through recruiting websites will not be considered. Please note that the successful candidate will be required to provide a minimum of 3 work related references, a clear background check, and a clean driver’s abstract prior to commencement.
