Event Coordinator

Join to apply for the Event Coordinator role at Steam Whistle Brewing

Join to apply for the Event Coordinator role at Steam Whistle Brewing

Direct message the job poster from Steam Whistle Brewing

Vice President Human Resources, Steam Whistle Brewing

We have an incredible opportunity to join a dynamic, passionate team of hospitality professionals all dedicated to elevating the Steam Whistle brand by creating memorable experiences in our five historic and elegant event spaces at Steam Whistle Roundhouse. This includes all client and event types for both corporate and private/social markets.

Through a passionate, detail oriented and consistent work ethic, you will coordinate all aspects of planning amazing events at the Steam Whistle Roundhouse and deliver seamless and memorable experiences. Exceptional customer service standards are paramount as a brand ambassador for the leading craft brewery in Canada.

As the next, and main, point of contact once an event is booked by our sales team members, you will use your industry knowledge and professionalism to guide all clients through the event coordination journey through to post-event reconciliation.

Responsibilities:

• Respond to all client and vendor requests for booked events, both telephone & email, with speed and accuracy for bookings in Locomotive Hall, Pilsner Hall, The Gallery, Mezzanine, Kitchen Restaurant and Park or Full Venue buy-outs
• Welcome all clients to the brewery for site visits, using creative and innovative suggestions to help develop their original event visions
• Ensure client account is seamlessly transferred, with speed and accuracy, from sales team after contract stage is completed
• Collaborate and create all floor plans
• Follow all company and safety and security policies and procedures; report any maintenance problems, safety hazards, accidents, or injuries; complete safety training and certifications
• Coordinate all deliveries, pickups, set up and tear down for rentals, AV and all vendors involved on special events
• Coordinate internal and promotional events as the need arises
• Coordinate all soft and liquor beverage requirements
• Work closely with Operations team to ensure all bar/ beverage needs and supplies are properly stocked based on event needs
• Monitor the products and services of competitors and conducts regular competitive analysis
• Participate in weekly event meetings with audio visual company
• Participate in weekly PEN (Post Event Notes) review meetings
• Negotiate pricing and revise estimates based on updated details communicated by clients, with equal attention paid to client budgets, and department revenue goals
• Upsell products and services to contribute to revenue goals and brand awareness
• Communicate, both digitally and verbally, all venue policies and procedures relevant to the unique aspects of each event, as outlined in the Venue Booking Contract and Venue Handbook
• Keep accurate and up to date records in CRM, including but not limited to: calendar holds, client profiles, billing and updating documents
• Ensure shared folder includes all relevant documents are updated in client folders: contract, quotes, invoice and payments
• Schedule, attend and contribute to final event meetings with the caterer, audio visual company, and the client
• Greet the client and introduce the Venue Supervisor for any coordinated events
• Actively participate in the onsite briefing for any coordinated events
• Ensure third party staffing and security work orders are accurate and up to date
• Prepare accurate and detailed Prep Packs, and ensure seamless transfer of event details to Venue Supervisors on the day of event
• Follow-up with every client within two business days post-event
• Assist with coordination of, and attend, internal industry events to showcase our spaces, services and partners, targeting planners and hospitality industry professionals
• Foster relationships with local venues to deepen market awareness
• Maintain industry knowledge and foster relationships by attending hospitality tradeshow and networking events, and join related associations as an ambassador of Steam Whistle Events Department

This is a Monday to Friday day shift position with occasional evening or weekend hours where necessary.

The closing date for applications is Friday 20 June, 2025.

Experience and Qualifications:

• Previous experience in event coordination for venue, hotel, or catering company
• Impeccable service standards, with proven sales track record
• Excellent written, verbal and digital communication skills
• Established network of planners, hospitality professionals and vendors
• Equanimity within a high volume, fast paced, environment
• Collaborative, mindful, team member ready and willing to support colleagues to achieve department objectives
• Critical thinker, resourceful and driven
• Certificate and/or degree in Special Events Management, Business or Finance an asset
• Hotel or premium event space experience preferred

We Offer:

• The opportunity to work for one of Canada’s Best Managed Companies
• Paid training and development, related to area of work
• 12-pack of beer each week
• Competitive pay
• 3 weeks vacation to start with additional day per year to 20 days
• 6 paid wellness days
• Health and Dental Benefits Program
• Employee Assistance Program
• Cell Phone
• Epic Parties

Diversity and Equality:

Steam Whistle Brewing is an equal opportunity employer and encourages applications from all qualified candidates. We are dedicated to building a diverse workforce. We will accommodate individuals with disabilities throughout the recruitment process. Please advise us of any requirements and we will do our best to meet your needs. HR@steamwhistle.ca

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Food and Beverage Services, Events Services, and Hospitality

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