CORPORATE EVENT COORDINATOR

Department:

Corporate Sales and Special Events/TAM

Main Duties and responsibilities:

• Tracking incoming Corporate leads
• Drafting and Processing contracts on behalf of the Sales Managers
• Drafting, tracking and modifying internal sales reports
• Working with Sales tracking software (ex. Pace, Sage).
• Work with the corporate sales team at ByPeterandPauls.com once an event is booked to coordinate event details and logistics.
• Liaison with other suppliers within our own company and outside our company to assist the client with executing their event i.e.: AV, decor.
• Design agendas, floor plans, detailed event summaries for the operations team and other suppliers that are participating in the event.
• Tracking and managing a master calendar of approved/confirmed events and pending inquiries for events.
• Collects first deposit, second, and final payment for all events.
• Tracking and managing a master calendar for deposits and payments with the Controller.
• Engaging in ongoing liaison with vendors to establish a mutual working relationship for future events. Ie: Av companies, decor companies etc.
• Assists in the execution of the department's sales, marketing, and business plans.
• Conduct oneself in a pleasant, courteous, and professional manner at all times.
• Liaison daily with operations team, and the culinary team to execute upcoming events.
• Maintains and replenishes any administrative/office supplies i.e. Stationary, Pens, Supplies etc, while also maintaining a cleanly and welcoming environment for all guests in office.
• Preparing collateral materials when required for sales appointments
• Actively attends client events, meetings, tours, menu tastings and any special projects as requested by managers (i.e. Trade shows etc.).
• Attend weekly operations meetings.
• Actively creates, updates, and maintains all client databases for any mailing, correspondence, and promotional reasons.
• Maintains utmost confidentiality of all information seen and/or heard at all times.
• Reports on a daily basis to the Corporate Sales Coordinator, Corporate Event Coordinators, and Director of Corporate Sales

ENTERTAINMENT SALES REPRESENTATIVE

About

Since its inception in 1985, S4 has brought its blend of talent, enthusiasm and dedication to special events in and around the Toronto area. Our fresh and interactive approach to event entertainment ensures that your occasion is not only a great one but also the right one for you. S4 employs only the best DJs, MCs and Live Entertainment professionals (Singers, Dancers, Bands, Musicians, etc.) in our quest to deliver a wide-range of stress-free special event entertainment to our clients.

Job Description

We are looking for an enthusiastic AV and Entertainment Social Sales Manager, with a knowledge of entertainment and AV to manage our sales for social events. We are a dynamic team who is passionate about all things audio-visual and are looking for an outgoing sales professional with a track record of success!

Responsibilities & Duties

• Relating to social events and corporate functions that are not secured through TAM
• Entering Leads Into IntelliEvent
• Sending clients an Introductory email with pricing and appointment availability
• Upsell to any S4 Clients when necessary
• Scheduling consultation with clients
• accountable to make sure that detailing and operations are communicated with on any information to make the transition smooth once sale is completed

• Providing clients with sound and lighting demonstrations
• Following up with clients via email after initial consultation with a Quote
• Executing the Contract and taking first payment from client
• Providing S4's detailing department with executed Contract and payment
• Meeting with clients to accept second payment and final balances from clients from time-to-time
• Meeting with clients to accept media content (music, video, photos) from and providing same to S4 techs and detailing team for testing
• Assisting detailing teams w. floor plans and questions they receive from clients relating to A/V
• Assisting various sales team relating to A/V questions from clients
• Meeting with walk-in clients and logging appointments in S4's Shared Calendar
• Document each voicemail with date and time received.
• Document date and time when I respond back to clients voicemails whether it be by phone or email.
• Meeting with various Sales team prior to providing a client a Quote in an effort for the venue to secure the booking
• Overseeing S4 technicians at Universal while setting up events
• Reaching out to live entertainment vendors such as Bongo & B, TDC The Image Commission etc. regarding availability prior to securing their services for clients.
• Attend Operations meeting and report any S4 issues to S4 Departments when needed
• Attend S4's Social Production meetings
• Attend S4's Social sales meetings
• Attend Internal Events for networking purposes

• Represent S4 at any trade shows when needed
• Reviewing confirmed bookings at reception to ensure that S4's bookings are correct and vice-a-versa,
• Communications with DJs/MCs re: their availability for certain functions
• Communications with S4 Talent manager re: assigning the right DJ/MC to social functions
• Follow up telephone call/email with client to ensure their event was a success and mitigate any complaints should they arise during the follow up
• Requesting Google/Facebook reviews from clients
• Provide assistance and cover for S4's Social Sales Representatives when needed

LEAD TECHNICIAN POSITION OVERVIEW

Intermediate level set up and operation of small to large-scale audiovisual systems in a hospitality environment while ensuring complete customer satisfaction.

Key Job Responsibilities

Equipment Operation

Responsible for accurate and timely setup, operation, and breakdown of intermediate audiovisual equipment as listed in the technical qualifications section.

Customer Service

Provides excellent service and strives to exceed the expectations and needs of internal and external customers. Maintains a positive relationship with all clients through effective communication. Meets with guests on site to ensure that their needs are met and the equipment setup is working properly. Monitors events and checks in on customers throughout the events' duration. Understands and fosters the client relationship.

Technical Ability

Understands the technical aspects of the job and demonstrates basic operational ability to troubleshoot and problem solve with equipment and software issues. Handles equipment challenges and changes in a timely and professional manner.

Systems Knowledge

Understands company processes, follows procedures and completes systems entry and paperwork accurately. Uses the equipment sheets to determine the equipment scheduled for set up and for strike. Interacts with other staff and outside vendors for equipment.

Labour Coordination

Must be able to book labour and supervise set up and strikes.

Technical Qualifications

Working knowledge of the following is required: Audio-Video-Lighting-Computers-Rigging

Required Experience:

• High School Diploma is required.
• 2+ years of customer service or hospitality experience is preferred.
• 2+ years of audio visual experience is preferred.
• A valid driver's license and clean driving record is required for team members in positions that may operate Company vehicles.

Additional Information

Team members will be in contact with high-end audio visual equipment and electrical components, and will be exposed to heights via lifts and ladders. Team members may work in multiple venue locations. Working times include irregular hours and on-call status including days, evenings, weekends and holidays. Team members must adhere to appearance guidelines (hair length, facial hair and attire) as defined by S4.

FULL-TIME AUDIO VISUAL TECHNICIAN POSITION OVERVIEW

Position Overview

Audio Visual Technician required for the set up, dismantle and operation of large and small-scale audiovisual systems for live events while ensuring the utmost in client satisfaction.

Key Job Responsibilities:

Equipment Operation

Responsible for accurate setup, dismantle and efficient operation of audio visual equipment.

Customer Service

Provide excellent service and strive to exceed the expectations and needs of internal and external customers. Maintain a positive relationship with all clients through effective communication.

Technical

Understands the technical aspects of the job and demonstrates intermediate operational ability to troubleshoot and problem solve with hardware and software.

Operational Processes

Understands company processes, follows procedures and completes paperwork accurately and on time.

Minimum Requirements

• High School Diploma Required.
• Excellent customer service skills proven through demonstrated ability to interact well with people and help others.
• Technical knowledge of Audio, Video, Projection, Computer, Lighting and Rigging equipment.
• Portrays a polished professional image to meet company dress code requirements.
• Must be able to accommodate a flexible work schedule to include nights and weekends.
• Previous audio/visual experience is an asset.
• Heavy lifting will be required.

PART-TIME AUDIO VISUAL TECHNICIAN POSITION OVERVIEW

Basic set up and operation of small'to large-scale audiovisual systems in a hospitality environment'while'ensuring complete customer satisfaction.

Key Job Responsibilities

Equipment Operation

Ensures a flawlessly executed event through accurate and timely setup, operation, and breakdown of basic audiovisual equipment.

Customer Service

Monitors events and checks in on customers throughout the events' duration. Understands and fosters the venue/client relationship. Maintain a positive relationship with all clients through effective communication.

Technical Ability

Understands the technical aspects of the job and demonstrates basic operational ability to troubleshoot and problem solve with equipment and software issues. Handles equipment challenges and changes in a timely and professional manner.