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Job Description: Client Relations & Operations Specialist
Full-time (30-40 hours per week), one year contract for maternity leave coverage with possible opportunity to extend after.
The individual must have flexible availability during weekdays, with occasional evenings and weekends. They should be goal-oriented with a desire to develop within a fast-faced and rapidly growing company.
About the Opportunity
Spotlight Events is an award-winning boutique event planning and design studio based in Port Coquitlam, BC. We create high style experiences for gatherings and celebrations of all sizes. Our team of planners bring a diverse background in the events industry, consisting of specialists in weddings, non-profit galas, fundraisers, conferences, community events, and more. Additionally, we produce several small events of our own each year and have plans to expand our suite of events in 2025.
Our team culture is fun, social and dedicated. We work hard to deliver excellence in all our services while also making sure work is fun for everyone. Teamwork is crucial to our success.
Prioritizing flexibility in working conditions, hours and office structure is key to our team culture. We believe in being adaptable to fit work into our team members’ lives and other responsibilities in a way that’s most effective for them. By challenging and re-imagining the traditional work structures, we build an inclusive and diverse workforce, integrating work-life in a healthy way, and empowering our team to reach their goals without sacrificing other life priorities.
We’re seeking an experienced Event Planner and Operations Coordinator to join our team. If this sounds up your alley, we’d love to hear from you.
Role & Responsibilities
EVENT PLANNING
- Manage event planning contracts working directly with clients and delivering Spotlight Events services
- Provide event planning support for large event contracts and projects, including attending client meetings, coordinating and soliciting sponsorship, coordinating and soliciting prizes, coordinating staff and volunteers and organizing materials.
OPERATIONS
- Ensure all inquiries are responded to by appropriate team member, including follow-ups
- Respond to all business-related inquiries and introductions from vendors, venues and service providers
- Conduct consultations with prospective clients, when appropriate
- Create proposals, invoices and client contracts
- Onboard clients by introducing lead planner/designer, creating files, and coordinating welcome gift
- Coordinate office, warehouse and event tool kit supplies and maintenance, ensuring items are stocked, any deficiencies are fixed and all items are organized
- Coordinate photobooth rental inquiries and contracts working with clients, including configuring app, confirming print designs, backdrops, event timing, load-in and strike logistics, etc.
- Assist Rentals Manager with coordinating client pick-up/return of rental orders, as well as coordinating delivery/retrieval
- Assist Rentals Manager with maintaining a database of rental inventory using rental software, including photos, measurements, and website integration
- Track staff availability for full time, part-time and casual team members
- Coordinate with lead planners and designers to identify event staff requirements
- Coordinate team scheduling for office, warehouse, project-based and on-site event work
- Assist with new employee onboarding, orientation and training
- Assist with organizing team-building and appreciation events/activities
- Assist with compiling and organizing employee timesheets for each pay period
- Assist Creative Director with setting team policies, expectations, and keeping team handbook up to date
Qualifications & Skills
YOUR PROFILE
- Experienced event planner with a proven track record of success
- Experience planning corporate events and/or non-profit events
- Passionate about event planning and the events industry
- Established connections within the local event industry
- Ability to work independently, take initiative, problem solve and be resourceful
- Detail-oriented and extremely organized
- Goal-oriented and self-motivated with a strong drive to succeed
- Creative aptitude and understanding of event trends
- Tech-savvy and able to learn new apps, software and online platforms easily
- Flexible schedule with the ability to work daytime hours Monday to Friday, evenings and weekends
- Able to collaborate effectively with a team using various apps and tools
- Able to work in a hybrid structure, including both remote and in office work as required
- Able to provide your own laptop, cell phone, home office/wifi and vehicle for work
SKILLS & EXPERIENCE REQUIRED
- Minimum 5 years of experience in event planning working directly with clients
- Experience in a variety of types of events with an emphasis on corporate and social
- Highly proficient with G Suite (Gmail, google docs, google calendar