Client Solution Coordinator - Ottawa

Job Description

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 and will report to Direct Event Process or Regional 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‑consultation 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 subcontractors and facility personnel etc.


• Develop and monitor timelines and schedules; manage calendars of the team (CSD/CSTM)


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


• Preparation of show expenses, order closing and purchase orders


• Preparation of all pre‑event costing and 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 perspective


• Act as backup to other team’s CSCs as determined by business levels/vacations; liaise with local operational team for support (scheduling/warehouse/trucks/traffic/shipping & receiving)


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


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


• Assist as required with equipment sourcing/substitution – arrange cross rentals, manage local and national equipment traffic as required (backup to CSTM)


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


• Attend pre‑consultation and client planning meetings as needed (backup to CSTD)


• Liaise with Operations in scheduling 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 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 of 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. Compensation is determined based on the qualifications outlined for the specified location and may include overtime, bonuses or incentives.

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 require that other or different tasks be performed as assigned.