Welcome To Restaurants Canada - Applying For The Show Coordinator Position

Mandate:     To competently and professionally support the VP Operations and the entire Restaurants Canada’s events team, by ensuring that all relevant personal, business, legal, administrative, and inter-departmental issues are managed with the appropriate level of confidentiality, sensitivity and care and in accordance with the Vision and Mission of the Association

 

Restaurants Canada is a not for profit organization that represents Canada’s Foodservice Industry. We are looking for a full-time Show Coordinator.

 

The ideal candidate is detail oriented, committed to a high level of customer service, and has a strong ability to multi-task. 

 

 

We have a positive team culture, and continuing to strengthen it is key to our continued success. The right candidate must be able to succeed within a team environment, work independently when required and show initiative.

 

 KEY FUNCTIONAL RESPONSIBILITIES:

  

General

  • Assist with the general show administration

  • Develop a complete understanding of all pertinent show rules and regulations

  • Support on-site logistics and problem solving with the Show team

  • Ensure effective inter-departmental communication

  • Extend high-level customer service while enhancing the image of Restaurants Canada and the foodservice industry

  • Assist in promoting Restaurants Canada membership, sponsorship and advertising sales

  • Perform other supporting duties as assigned

 

Administration

  • Responsible for managing exhibitor contracts, invoicing, processing payments, event accounting in conjunction with the Finance department

  • Serves as primary contact for exhibitor enquires, ensuring emails and calls are answered in a timely manner

  • Oversees the payment collection process with Finance

  • Works with the Show team and supports suppliers, to ensure that all operating and registration systems are providing accurate financial and sales reporting

  • Works closely with Finance and sales staff to track exhibitor/attendee financial booking/billings and collections

  • Responsible for producing weekly reports to ensure all key information is assembled and circulated in a timely manner

  • Assist show/sponsorship teams with presentation preparation, contracts, agreement fulfillment, invoicing and assigned follow up

  • Responsible for maintaining event databases; ensuring all are up to date and recorded in the show CRM system

  • Team lead on Restaurants Canada’s CRM system (Civi) and Restaurants Canada’s show floor plan system (A2Z)

  • Responsible for creating/managing all exhibitor manuals such as online Exhibitor Service Kit and supplier order forms

  • Ensure easy access for exhibitors to interact with RC’s registration tools

 

Sales:  

  • Work with Sales & Operations Manager to confirm assigned booth space      

  • Participate directly in maintaining exhibitor relationships from registration through to execution

  • Take the lead, post booth sale, in managing exhibitor requirements in preparation for the show

  • Assist in creation and promotion of the Show Guide, and manage show guide listing pages

  

Operations

  • Assist Sales & Operations Manager with on-site show production as needed

  • Manage the on-site show office

  • Responsible for obtaining key event execution documents/services including event insurance, first aid, SOPs, on-site cash, etc.

  • Ensure all key exhibitor event execution documents/services are accurately communicated

  • Liaise with suppliers to provide necessary data for accurate reflection of exhibitors listings in event show guides and other programs

  • Coordinate hotels, shuttle buses, on-site caterers, etc. to ensure successful on-site operations

  • Assist with on-site activities relating to operations and supplier relationships

  • Assist in organizing show features, pavilions and special events

  • Support exhibitors throughout show including move-in and move-out

  • Assist with planning and preparing function arrangements, estimates and/or quotations for services; obtain client authorization; and review/track additional services/charges

  • Prepare information related to client billings; review with show management; and clarify final billing matters with the Finance department

  • Liaise with internal/external suppliers and guide/supervise the delivery of services

  • In conjunction with authorities, support Operations manager to make event-related decisions such as evacuation, delay of gate opening, fire safety, etc.

  • Coordinate receipt of the necessary documents (floor plans, building permits, rules and regulations, etc.) for initial review and approval

  • Liaise with suppliers to ensure compliance of the fire and safety codes and building regulations

  • Prepare pre/post event facility inspection reports, assess damage, and prepare reports/estimates for billing and/or insurance purposes

  • Oversee occupancy of facilities from move-in to move-out to verify compliance with agreements and other terms and conditions governing the building occupation

 REQUIRED SKILLS: 

  • Excellent command of the English language, both verbal and written

  • Strong interpersonal and communication skills

  • Demonstrated ability to have successfully assisted in the management and execution of large, complex, multi-faceted events

  • Detail oriented and organized

  • Collaborative team player with a high degree of initiative, accountability and judgement

  • Effective time management skills with proven ability to multi-task

  • Diplomatic, tactful, professional image and manner

  • Energetic, positive outlook

  • Experience with show floor management systems

  • Proficient in Microsoft Office (Outlook, Word, Excel)

 

EDUCATION/EXPERIENCE: 

  • A minimum of three years of show coordinating/administrative experience required

  • Foodservice industry experience an asset

  • College/University diploma

  • Event management program certification

  • Experience in a membership-based organization is an asset

 

 

WE ARE OFFERING: 

  • A rewarding and challenging career with an established organization in an exciting and fast paced industry

  • A training program and support structure to ensure you have the tools to succeed

  • An attractive compensation package which includes a competitive salary, a complete health benefits plan, and an RRSP investment program

     

 Please apply with cover letter and resume to careers@restaurantscanada.org by Friday, June 29th at 5:00 pm (EST).

 

 Restaurants Canada would like to thank all applicants for their interest. Kindly note that only those candidates selected for interviews will be contacted.

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