The posting
About the Role: The Events and Guest Services Coordinator supports the successful planning, coordination, and delivery of programs, events, facility bookings, accommodations, and community activities at the Métis Outdoor Centre. This position manages scheduling systems, coordinates calendars, oversees event logistics, and serves as the primary point of contact for registrations, bookings, visitor inquiries, and client communications. The Coordinator administers billing and invoicing in QuickBooks, maintains accurate financial and registration records, tracks payments and revenues, and supports financial reporting in collaboration with the Finance Department. Working collaboratively with staff, Knowledge Keepers, partners, community councils, and external organizations, the Coordinator ensures that events and activities are organized efficiently and reflect Métis cultural values and community priorities. Through effective communication, financial administration, and logistical coordination, this role helps create welcoming, accessible, and well-organized experiences for Métis citizens, partners, and guests. This position requires the person to work from the site daily during peak seasonal hours from April 1 until October 31. What You Will Be Doing:
Administers the annual booking calendar for programs, workshops, cultural gatherings, facility rentals, accommodations, and special events, ensuring efficient use of Centre facilities and resources. Serves as the primary point of contact for event inquiries, registrations, facility bookings, and participant communications, providing professional and responsive customer service to Métis citizens, partners, organizations, and guests. Executes event logistics including venue preparation, accommodations, catering arrangements, transportation requirements, equipment needs, schedules, participant materials, and on-site support activities. Prepares, issues, and tracks invoices for facility rentals, accommodations, program fees, event registrations, and contracted services using QuickBooks, ensuring timely and accurate billing practices. Generates invoices, receives payments, tracks accounts receivable, and reconciles event revenues. The lead administrative and guest experience specialist responsible for bookings, accommodations, scheduling, registrations, event logistics, invoicing, customer service, and administrative coordination. Responsible for efficient service delivery but not for overall operational performance of the Centre. Maintains scheduling, registration, and financial tracking systems while collaborating with centre staff, Finance, vendors, community partners, Knowledge Keepers, and program facilitators to ensure the successful delivery of events and activities. Coordinate, source and purchase supplies and equipment. Promote the values of the organization within the workplace and in the community by demonstrating positive and professional relationships with others (employees, citizens, council, volunteers, advocates, etc.). Reports all unsafe conditions, hazards or practices, accidents and incidents in accordance with the Occupational Health and Safety Act and adheres to all Health and Safety requirements within the MNO’s policies and procedures and provincial legislation. Performs other job/branch-related duties as required.
Qualifications:
College Diploma (1- or 2-year) 3 to 5 years of experience Experience in administrative coordination, event coordination, bookings management, customer service, office administration, or a related field. Experience coordinating schedules, calendars, registrations, facility bookings, meetings, events, or program logistics in a fast-paced environment. Experience preparing invoices, processing payments, maintaining financial records, and supporting accounts receivable functions using accounting software such as QuickBooks. Experience maintaining accurate records, databases, spreadsheets, and tracking systems while ensuring confidentiality and attention to detail. Experience communicating with clients, community members, vendors, service providers, and internal stakeholders in a professional and customer-focused manner. Experience using Microsoft Office applications, including Outlook, Word, Excel, and Teams, for scheduling, communication, reporting, and administrative coordination Knowledge of event coordination, facility booking processes, and scheduling practices in multi-use community, educational, or recreational settings. Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Teams, with the ability to maintain calendars, scheduling systems, and participant records. Proficiency in QuickBooks and financial administration processes, including invoicing, billing, payment tracking, accounts receivable, and record maintenance. Strong organizational and time-management skills, with the ability to coordinate multiple events, bookings, deadlines, and competing priorities simultaneously. Excellent interpersonal and customer service skills, with the ability to communicate professionally and build positive working relationships with Métis citizens, partners, vendors, staff, and guests. Strong attention to detail and accuracy when maintaining schedules, registrations, financial records, invoices, and reports. Ability to work independently, exercise sound judgment, and resolve administrative and logistical issues in a timely and professional manner.
