Position Description: Event and Sales Coordinator

Transcription

1 Position Description: Event and Sales Coordinator Position: Reports to: Event and Sales Coordinator Sales & Marketing Manager Nature and Scope Wanuskewin Heritage Park is a National Historic Site that brings to life the history and culture of the Northern and Plains First Nations peoples. The 760 acre Park located north of the city of Saskatoon stands as a living memorial to the people who gathered here for over 6,000 years. The stewardship of the Park and its resources rests with the Wanuskewin Heritage Park Authority established under the Wanuskewin Heritage Park Act of Saskatchewan. The Event and Sales Coordinator is accountable for all aspects of the successful coordination and sales of park tour programs, banquet rooms and event planning. Primary Purpose The Event and Sales Coordinator is located onsite at the Wanuskewin Heritage Park site and reports to the Executive Chef. With a focus on ensuring all clients banquet, programming and tour plans are met and coordination of special events at the park are handled appropriately and in a timely manner. Specific Accountabilities In order to provide effective service as an Event and Sales Coordinator, the following are the required accountabilities: 1. Client Services Communicates a welcoming and professional environment for all Wanuskewin visitors, clients and guests with a focus on service excellence while increasing program and facility utilization through event promotion, catering and banquet sales and tour and program sales. Supports direct sales and catering effort through administration of tour & catering contracts and client communication. Meet with prospective clients to tour Wanuskewin and provide customers with knowledge on all services Wanuskewin can offer for their visit and to have an optimal experience. Plan catering and tour details with customers to ensure all their needs are met when on site. Accurately and effectively communicate and track all booking details of park banquets, programs, tours and events externally to Wanuskewin clients while ensuring attention to detail. Responds effectively in a timely manner to client s questions and concerns regarding Wanuskewin services. Actively promotes and up sells Wanuskewin by ensuring event information and additional service options are promoted to maximize the client experience. Follow up with client on site on event date.

2 Event and Sales Coordinator Job Description 2 2. Administrative Services Develops necessary forms, systems and procedures to ensure proper utilization and coordination of facilities and services are tracked and communicated to the WHPA team. Ensures contracts with clients are signed and accurate in booking details of all pertinent services and information. Maintains an appropriate tracking system of all catered functions, tour bookings, tipi sleepover s and special events. Prepare and distribute all booking information to appropriate departments. Contributes equally with other members to ensure Wanuskewin s level of service standards are achieved Responsible for coordination, organization and communication of special events at the park. 3. Relationship Management Internal Fosters a positive working relationship among the various departments across the organization. Collaborates across the organization to ensure quality client oriented services are provided that meet the overall organizational direction. External Develops and maintains positive relationships within the Aboriginal community, local community and outside agencies. Develops and maintains a positive relationship with our visitors. 4. Resource Allocation Ensures excellence in the stewardship of all resources. Provides assistance in recommending innovative solutions to resource challenges. 5. Risk Assessment and Management Ensures compliance with federal and provincial laws, regulations, policies and legislation. Ensure safety compliance internally and externally with visitors and guests Ensures compliance with WHP policy and procedures manual Required Qualifications and Experience Ideal candidates are required to have their own transportation and a CPIC. A minimum three years experience in event or facility coordination and/or tourism related experience along with sound knowledge and use of Microsoft office would be considered an asset. Required Competencies 1. Client Focus Demonstrates a high level of focus on client service, setting priorities based on client needs and continuously seeking ways to meet and exceed client expectations. Understands the importance of meeting client needs Actively seeks to understand client needs Sets priorities based on client needs and expectations Responds to clients in a timely manner

3 Event and Sales Coordinator Job Description 3 Actively seeks feedback from clients Offers ideas internally to improve client service 2. Teamwork and Communication Demonstrates the ability to communicate effectively and work cooperatively within a team and throughout the organization, to achieve optimal results. Openly and regularly shares information with others; keeping others informed Accepts, supports and promotes decisions of the team in a collaborative manner Willing to forgo personal recognition while working toward team goals; recognizing the contribution of others Listens attentively while seeking out differing points of view. Produces written communication that is understood by others. Is well understood when speaking with others; adjusting communication to ensure it is suitable for the audience Is sensitive to the impact of communication on others. 3. Knowledge and Experience Demonstrates proficiency in the knowledge and skills specific to the position and uses one s experience to serve the objectives of both the department and organization as a whole. Shares knowledge and experience willingly with others Demonstrates knowledge in own role Stays current with advances in area of knowledge and experience Sought out as a resource by others to share knowledge and skills Provides good advice to others based on knowledge and experience Focuses knowledge and experience on the achievement of departmental and organizational outcomes 4. Flexibility and Adaptability Demonstrates an ability to adapt and effectively cope during times of changing priorities and stress. Maintains flexible schedule to greet customers outside of 8:30-4:30 business hours Adapts quickly to new circumstances or priorities Stays focused on results in times of change Maintains openness to new ideas and opinions Stays calm and flexible in the face of change and pressure Ensures personal challenges do not interfere with meeting the priorities of the team and organization Negotiates appropriate solutions in times of excess work load 5. Results Oriented Demonstrates a consistent focus on achieving results despite challenges or obstacles; demonstrating a concern for doing a good job and achieving or surpassing standards of excellence. Acts according to established Policies, procedures and guidelines. Consistently achieves or surpasses expectations

4 Event and Sales Coordinator Job Description 4 Perseveres in seeking support and commitment for projects Maintains focus on achieving objectives even in the face of adversity Willing to put in extra time and effort to meet organizational goals Makes changes in methods or systems to improve performance 6. Business Acumen Demonstrates knowledge of business drivers and trends such as revenue, costs, customer needs, policies, practices and how these impact the organization and business. Understands Microsoft Office Suite & Basic PC skills Able to learn or is familiar with CRM Management Software Understands what will help WHP succeed as a business Is able to analyze and comprehend WHP operational and organizational goals and strategies Contributes to the planning process for themselves and their department Prioritizes work and acts in alignment with business goals Adds value to the business by making recommendations for improvements based on knowledge of the business Self-assess their personal actions against the organizations strategies and direction. 7. Relationship Building Demonstrates understanding and openness towards others, nurturing and valuing positive relationships with others in own work unit and across the organization 8. Initiative Initiates and strengthens relationships through regular and frequent contact with others Demonstrates openness and respect for the opinions and ideas of others Maintains cooperative relationships throughout the organization Identifies and effectively manages difficult relationships Listens with empathy to others concerns and feelings Effectively balances task with relationship demands. Demonstrates initiative without specific direction; completes tasks by removing barriers and locating necessary resources. Responds to situations as they arise without direction Removes barriers to task or mission completion Locates resources to accomplish tasks Sees what needs doing and does it Maintains focus on completing task or mission 9. Self-Management Demonstrates self-awareness, effective coping strategies in managing stress and a willingness to seek and act on constructive feedback from others. Ensures personal challenges do not interfere with meeting the priorities of the team and organization Seeks methods to reduce negative impact of stress Seeks methods for gaining efficiencies and improvement Focused on personal growth and development Solicits feedback on own performance Stays calm under pressure

5 Event and Sales Coordinator Job Description 5 Wanuskewin offers a fair and competitive compensation and benefit package. Please submit your resume and cover letter no later than Sept 14 th, :30pm to: Wanuskewin Heritage Park Authority Attn.: Andrew McDonald, Sales & Marketing Manager RR#4 Penner Road Saskatoon SK S7K 3J7 Fax: (306) andrew.mcdonald@wanuskewin.com