Coordinator, Rental Events

Toronto, ON
Permanent
Full-time

6 days ago

Employment OpportunityCoordinator, Rental EventsTO LiveToronto, CanadaTO Live has a full-time opportunity in its Programming Department in the role of Coordinator, Rental Events. Under the direction of the Director, Rental Events, the Coordinator will act as a front line of contact for TO Live clients and will support the Rental Events team with rental inquiries and booking of ticketed events across multiple venues and the handling of related administration. The Coordinator will consistently deliver a high level of customer service and professionalism for TO Live clients in order to build positive and long-lasting relationships. The Coordinator is required to understand our clients’ needs by efficiently responding to their requests and recommending the most suitable venues for their events.The TO Live Programming Department is led by the VP, Executive Producer and comprises Programming, Production, Communities & Outreach, Rental Events, and Corporate & Private Events Departments. TO Live Presents denotes those events and other activities programmed and presented by TO Live.ACTIVITIES AND RESPONSIBILITIES

Provide clients with complete rental information in a polite, proactive, timely manner reflecting the highest standards of professional service.
Respond to rental inquiries for all venues and promote TO Live to potential clients.
Provide accurate and timely date availability to clients.
Conduct site tours with potential clients, understand their requirements and present the services available.
Prepare rental contracts for all venues for review by the Director.
Prepare accurate cost estimates for clients, coordinating estimates from relevant departments.
Ensure that clients are constantly updated as costs change which entails active, ongoing dialogue with appropriate departments.
Administrate/maintain the booking calendar ensuring all bookings (external and internal) in all venues are consistently and accurately recorded and updated as additions and changes occur.
On a weekly basis, update and distribute availability calendar to clients.
On a weekly basis, conducts cross-departmental Calendar meetings for all venues.
Occasionally negotiate rental terms within established guidelines.
Work with internal department to plan or assist with events.
Assist with post event evaluations as needed.
Identify potential problems and report to management, developing solutions wherever possible.
Work with Rental Events team to monitor event sales, ensure that deposits are aligned with amounts owing to TO Live, and facilitate the settlement process.
Performs other duties as assigned by the Director.

KNOWLEDGE, SKILLS & EXPERIENCE

Minimum education requirement of post-secondary degree in arts/business or relevant discipline.
Minimum experience of two to five years in related position(s).
Familiarity with venue booking/management systems is an asset.
Knowledge of Ungerboeck Event Business Management system is a strong asset.
Knowledge of and experience in the live events industry is preferred.
Proven customer support experience as a client service representative.
Proven sales experience.
Committed to providing thoughtful, responsive and tactful service to customers.
Demonstrated capacity for problem solving, results orientation, and creativity.
Highly developed oral and written communication skills.
Excellent written (editing & proofreading) skills.
Strong interpersonal, negotiation, and relationship building skills.
High attention to detail in contractual matters.
Ability to handle multiple tasks and meet strict deadlines.
Experience with an event booking system.

WORKING CONDITIONS

Flexibility in hours and schedules and include work on nights and weekends as required
Lack of natural light in workplace
Travel between TO LIVE venues as required

THE ORGANIZATION:TO Live is one of Canada’s largest multi-arts organizations, operating three iconic venues: Meridian Hall, the St. Lawrence Centre for the Arts and Meridian Arts Centre. In addition, TO Live presents a full range of performing arts, theatrical and concert events at these venues in both downtown and uptown Toronto. With these two hubs of creativity and content creation, TO Live has a unique place and perspective to activate creative spaces by inspiring local and international artists, connect audiences and to be the nexus for new ideas, elevate artistic potential, and be the catalyst for creative expression that is reflective of Toronto’s diversity.HOW TO APPLY:Interested applicants should apply through our TO Live careers website at:No phone calls or emails please. TO Live thanks all applicants in advance. Only those candidates selected for an interview will be contacted.Together with the Toronto Public Service’s (TPS) initiatives, which TO Lives follows and adheres to, TO Live encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, LGBTQ2S persons, and others who may contribute to fostering innovative ideas and solutions.We ask that you complete the questions provided as part of the online application to assist us in ensuring our recruitment process and programs are equitable and accessible. Your responses are voluntary and the information that you provide is strictly confidential.We are committed to inclusive, barrier-free recruitment and selection processes and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). The Human Resources department will work with applicants requesting accommodation at any stage of the hiring process.Date Posted: April 09, 2026Application Deadline: April 23, 2026Start Date: As soon as possible

Workinculture

Apply Now