Event Fulfillment Administrator

Ignite a meaningful career at Westerner Park, where boundless opportunities, professional growth, and personal fulfillment await. Westerner Park is seeking a full-time Event Fulfillment Administrator to join our dynamic team. This role combines administrative coordination with hands-on event support, helping ensure events are organized, accurate, and delivered smoothly from planning through execution. The Event Fulfillment Administrator is responsible for coordinating event documentation, maintaining accurate information in EventPro, supporting invoicing and quality control, and improving administrative processes. Working collaboratively with Event Services, Event Delivery, Finance, Operations, and other internal teams, this position also contributes to event readiness, client communication, and on-site activities to help deliver a seamless and positive event experience. Under the direction of the Event Fulfillment Manager, the Event Fulfillment Administrator is responsible for the following: Event Fulfillment Administration Coordinate and maintain administrative processes throughout the event lifecycle, ensuring information, documentation, and required follow-up are accurate, complete, and timely. Maintain event records and documentation, including EventPro, BEOs, event files, and other related records. Provide administrative support, maintenance and troubleshooting in CRM programming Review event information for completeness and consistency and follow up on outstanding or conflicting information. Coordinate the flow of information and administrative requirements between Event Services, Event Delivery, Finance, Operations, and other internal teams. Assist with reporting, data tracking, and other administrative requirements related to event fulfillment. Prepare meeting agendas, take minutes, and document action items and follow-up requirements as needed. Invoicing & Financial Administration Coordinate the preparation and processing of event invoices based on approved event information and services. Review billing information for accuracy and completeness and work with the appropriate teams to resolve discrepancies. Monitor outstanding billing requirements to support timely and accurate invoicing. Quality & Process Improvement Perform administrative quality checks to promote accuracy, consistency, and compliance with established processes. Identify opportunities to improve workflows, reduce errors, and increase efficiency. Develop, maintain, and support standardized templates, checklists, procedures, and administrative tools. Contribute to departmental projects, reporting, and process improvement initiatives as required. Maintain confidentiality and exercise discretion when handling client, financial, and event information. Event Operations Support Provide occasional on-site administrative and operational assistance during events, as required. Assist with rental coordination, venue checks, and event space readiness. Support event signage creation, placement, and implementation. Assist with event decor setup and placement, as required. Assist with client check-ins and communicate with clients regarding event-related needs and inquiries. Support event coordination and client communication when additional coverage or coordination is required. Respond to operational needs and assist with event-related activities during periods of increased event activity. This role is expected to adapt to organizational needs and may take on additional duties or responsibilities as required. Embark on a dynamic and rewarding career with Westerner Park, where joining our team means unlocking a host of benefits: Competitive compensation packages Comprehensive benefit packages encompassing life, health, dental, and disability insurance. Extended benefits also include an RRSP matching program. Recharge your batteries with ample paid time off and annual vacation, ensuring you have the time to explore and recharge. Contribute to a non-profit agricultural…

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