Venue Rentals Coordinator

• Coordinates and manages the external and internal booking system for venue rental spaces, including Nancy’s auditorium, the Rotary Club of Toronto reception hall, the Women’s Community Meeting room, the board room and other meetings rooms at Elm Centre
• Ensures all necessary rental agreement contracts, policies, forms, documents, and other information are completed before venues are rented
• Works with customers to plan their events, assess their space needs, AV/ IT requirements and catering preferences
• Trouble shoots and problem solves for all customer events and rentals
• Responds to all telephone, email, online and in-person inquiries related to venue rental bookings and provides customers with tours of the facilities
• Handles customer complaints and issues with tact and diplomacy and de-escalates the Potential for conflict while providing solutions for customer retention
• Collaborates with the Advocacy and Communications department on the design and production of marketing materials
• Assists in planning, preparing and monitoring of the Venue Rentals program budgets and attends quarterly budget meetings
• Develops staff schedules and books all relief staff shifts to ensure coverage of staff absences and after-hours events

• Community college diploma in a related discipline (Cases for Equivalency will be considered);
• 3-5 years of experience as an Event Planner or Rental Coordinator
• Demonstrated experience with AV/IT set ups, conference calling systems, troubleshooting and basic IT skills
• Physical lifting required including set –up and break down of chairs and tables
• Ability to move/lift up to 35 lbs
• Comprehensive computer skills in a Windows environment with a working knowledge of Microsoft Word and Microsoft Excel
• Experience managing a database
• Able to learn new software programs such as YWCA Toronto’s internal accounting system
• Excellent verbal and written communications skills
• Excellent customer service skills
• Strong interpersonal skills
• Detail oriented and excellent organizational skills
• Office administration experience with working knowledge of marketing, lease and rental agreements and records retention
• Previous sales experience considered an asset
• Energetic, outgoing and friendly personality
• Ability to maintain a professional attitude and represent the YWCA Toronto in a respectful, professional manner at all times

YWCA Toronto transforms lives. As the city’s largest multi-service women’s organization, we help women and gender diverse people escape violence, move out of poverty and access safe, affordable housing.

We work tenaciously to break down barriers that hold women and gender diverse people back from achieving equality.

Vaccination Policy: In accordance with YWCA Toronto’s COVID-19 Vaccination Policy, all YWCA Toronto employees, students and volunteers are strongly encouraged to obtain all COVID-19 vaccinations and booster doses as recommended by Toronto Public Health

Please note: A vulnerable sector police reference check is required by the successful candidate before hiring.

YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women and gender-diverse people of all races, ethnic origins, religions, abilities and sexual orientations.

YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted.

YWCA Toronto may use AI-supported tools to assist with parts of the recruitment process; all hiring decisions are made by people and guided by our commitment to equity and fairness.

YWCA Toronto is a Scent-Sensitive Workplace.