Client Solution Coordinator - Ottawa

Position Overview

The Client Solutions Coordinator has primary responsibility for planning and organizing all activities and personnel within the team. The incumbent will be part of a team that manages a designated client base.  This role will report to Direct Event Process or Regioanl Sales Director. 

Key Job Responsibilities 

• Responsible for arrangement of all travel requirements for assigned events

• Organize and conduct tie-down meetings for events, attend pre-cons and client planning meetings

• Responsible for all aspects and logistics of events including, but not limited to, travel/transportation/venue access/meeting deadlines etc.

• Interface with CSD, CSTM, involved departments, all sub-contractors and facility personnel etc.

• Develops, monitors and distributes timelines and schedules. Manage Calendars of Team (CSD/CSTM)

• Interface with in-house facility staff for event execution support

• Preparation of show expenses/order closing/purchase orders 

• Preparation of all pre-event costing & post event job costing to analyze and evaluate profitability and best practices

• Preparation of all events for invoicing

• Accounts Receivable follow up – invoice transmission, payment processing, AR collection calls in liaison with finance teams/local administration

• Assist with the preparation of quotes and work orders from both a technical and labour requirement

• Act as back up to other team’s CSC’s as determined by business levels/vacations Liase with local operational team for support (scheduling/warehouse/trucks/traffic/shipping & receiving)

• Liase with other departments for support (Studio Blue/Digital Blue/Entertainment)

• Liase with out-of-branch operational and administrative teams for overall event support execution to invoicing

• Assist as required with equipment sourcing/substituting – arrange cross rentals/manage local and national equipment traffic as required (back up to CSTM)

• Assist as required for ordering of power/venue requirements (back up to CSTM)

• Attend pre-cons and client planning meetings as needed (back up to CSTD)

• Liaise with Operations in scheduling of key personnel for events based on event requirements (TD/Production Management/Leads)

Team Responsibilities

• Assist with the preparation of quotes and work orders from both a technical and labour requirement perspective

• Assist with planning to execution of client events

• Assist in the preparation of all event documentation including but not limited to the creation of show resumes, production schedules, show files etc. 

Administration

• Comply with pricing policies and conditions of sale of the company

• Prepare all proposals, orders, and show information for assigned customers 

• Complete all required reporting according to deadlines

General

• Meet personal performance goals established at the beginning of the fiscal year.

• Maintain good communication with the branch departments

• Ensure customer satisfaction. In case of irregularities, immediately notify immediate supervisor and propose constructive solutions. Inform client of the solution and follow up.

• Any other work necessary for the proper functioning of the company at the request of Supervisor, other duties as assigned.

Job Qualifications

• Bilingual would be an asset

• 3-5 years of relevant experience

• Master MS Office Suite.

• Achievements in event management (asset)

• Knowledge in the field of audio visual or technology from a related environment: Hotels, Production, etc.  (asset) 

Competencies

Deliver World Class Service

• Hospitality

• Ownership

Do The Right Thing

• Instills Trust

• Safety Conscious

Drive Results

• Action Oriented

See The Big Picture

• Tech Savvy

Value People

• Communicates Effectively

Salary Pay Range: $$36,848.03 CAD to $53,429.58

The compensation offered for this role is determined based on the qualifications outlined in the job posting for the specified location. Final compensation is based on a number of factors including location, travel, relevant work experience, or particular skills and expertise. In addition, some positions may be eligible for other compensation such as potential overtime, bonuses or incentives.

We use artificial intelligence (AI) tools to help screen and/or assess applications for this role. These tools analyze information you provide (for example, your résumé or answers to questions using the chat to apply feature) to support our hiring team’s review. All hiring decisions include human judgment.

For more information on our Competency Group, refer to the Competency Based Talent Management page on Encore Connect by searching for the title or copy & pasting this URL Link (https://psav.sharepoint.com/sites/HR/SitePages/Competency-Supported-Talent-Management.aspx). 

Work Environment

Office

Work is performed primarily in an office environment.  Working times may include irregular hours and on-call status including days, evenings, weekends and holidays.   Team members must adhere to appearance guidelines as defined by Encore based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.