Law Society of Ontario

  • Events Coordinator, Facilities & Planning, Corporate Services

    Job Location CA-ON-Toronto
    Job ID
    2018-1618
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    5
    Term
    Permanent
  • OVERVIEW

    JOB PURPOSE:

     

    The Events Coordinator is responsible for the coordination and scheduling of Law Society spaces and services for the purpose of meetings and events. Provides consultative services to both internal and external clients regarding the facility and service requirements, which may include catering, room setup, special accommodations, audio/video and other technology requirements where available. Other responsibilities include the implementation of department administrative practices and procedures.

     

    QUALIFICATIONS REQUIRED:

     

    • A college diploma in hospitality or equivalent, with courses in facilities management and maintenance, health and safety, fire and building codes, and computer literacy.
    • A minimum of 5 years’ related experience in a customer service oriented environment with project / event coordination and administrative responsibilities.
    • Clear, concise and articulate verbal and written communication skills for individual and/or group situations, in order to compose correspondence, communicate detailed information and provide for explanation and understanding in a professional, audience‑appropriate format.
    • Knowledge of a variety of conflict resolution techniques and their appropriate application.
    • Able to effectively manage multiple tasks and priorities under pressure to meet deadlines in a fast paced environment, exercising confidentiality, sensitivity, tact and discretion. 
    • Solid understanding of building maintenance, construction and cleaning services and requirements.
    • Familiarity with various software applications, including word processing, spreadsheets, e‑mail and the Internet/Intranet.
    • Speaks and writes in a clear, articulate manner for individual and/or group situations.
    • Interprets and applies moderately complex information.

    KEY ACCOUNTABILITIES

    Client / Customer Service Planning 

    • In consultation with various internal and external clients, is responsible for the effective delivery of facility services for events held on Law Society premises, including coordination of venues, catering, audio/visual support and other technology requirements.
    • Acts as interface with on-site service providers to ensure execution of contracted services. 
    • Develops and updates training procedures for in-house and external service providers as related to the use of specific rooms, furnishings and equipment.
    • Advise and assist internal and external clients with adhering to Law Society policies, standards and requirements for the use of facilities.  
    • Generates calendar of events and prepares weekly schedule updates for distribution as required.
    • Designs workflows and develops templates and messaging as needed. 

    Client / Customer Service Delivery 

    • Maintains a high level of customer service with a full range of Law Society staff, benchers, members, students, suppliers, vendors and the general public, referring more complex situations to the Manager.
    • Responsible for maintaining Event Booking Software tools and Forms.  
    • Maintains records and files pertaining to the Facility Booking request(s).
    • Assess event requests to determine whether or not they are in conflict or compete with Law Society internal functions.
    • Notifies Facilities and Planning and Information Technology regarding maintenance and repairs needed for facilities or equipment.
    • Respond to information requests from Finance by recording and tracking revenue earned from ancillary services. 

    Financial Responsibility 

    • Initiates and maintains requests, expense reports, purchase orders, cheque requisitions, invoices, financial transfers and other required documentation with internal and external service providers. 
    • Generates contracts, arranges for deposits, verifies and confirms insurance.
    • Collects fees as per SOCAN and Resound regulations, submits reports and make payments biannually. 

    Team Membership 

    • Contributes to the continuous improvement and integration of work processes and procedures related to the efficient and professional delivery of services by the Facilities and Planning team.
    • Works collaboratively with team members and Law Society staff to coordinate and streamline logistics for events and functions held on Law Society premises. 
    • Supports Team members to respond to changing deadlines and priorities in a rapidly changing, stakeholder driven environment.

    COMPETENCIES

    Service Orientation

     

    The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).

     

    Communication and Interpersonal Skills 

     

    The requirement to structure and deliver effective verbal and written communication with clients, staff, licensees, the public, and others in a non-threatening and constructive way.

     

    Team Orientation

     

    The requirement to share responsibility for the achievement of team goals and the associated behaviours required for individuals to contribute effectively in a team environment.

     

    Continuous Improvement

     

    The requirement to demonstrate an attitude that consistently strives to improve a standard of excellence for one’s self and for the benefit of the organization, its licensees and stakeholders.

     

    Problem Solving and Judgement

     

    The requirement to identify and analyze problems, determine root causes, evaluate alternative solutions and take and/or recommend appropriate solutions.

     

    Technical Competence / Professional Knowledge

     

    The requirement to apply knowledge and skills to carry out the work and/or provide advice. This also includes the quality of advice given, as well as the requirement to make decisions in the best interests of the organization as a whole.

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