JOB TITLE: Venue Operations Coordinator

REVISION DATE: September 2026

REPORTS TO: Venue Services Manager

STATUS: Permanent, Full-Time

Quay North Urban Development Corp. (“QNU”) is a property development and management company, with over 40 years of experience in the real estate industry. QNU manages our privately-owned assets, as well as provides services to clients and partners looking for specialized real estate and services tailored to specific projects or opportunities. With teams dedicated to real estate development, full-service property management, resort management, venue operation and marketing, our properties are managed with the highest standards, and our clients and partners are served with dedicated attention.

Our diverse history has provided a strong foundation based on international experience in land development and asset management, specializing in leisure and entertainment properties, tourist destinations, and placemaking.

As a valued team member of the QNU team, the role of Venue Operations Coordinator reports directly to the Venue Services Manager. The primary objective of the role is efficiently coordinating administrative, sales support, and client service functions, the Venue Operations Coordinator enables the Venue Services Manager to focus on driving revenue, expanding venue utilization, and fostering strong client and vendor relationships. This role is integral to delivering a polished, professional, and coordinated venue experience for both clients and internal stakeholders.

1. SCOPE AND PURPOSE

Working to the core values and operational standards of QNU, and as a key member of the Venue Management Team, the role of Venue Operations Coordinator is critical to the success of venue operations for The Wallace and Pipe Shop Venues. Working directly with and reporting to the Venue Services Manager, this role is responsible for delivering high quality administrative, sales, and client service support that enhances departmental efficiency and strengthens the overall client experience.

The Venue Operations

Coordinator serves as the central point of communication, organization, and operational support—bridging internal teams, clients, vendors, and the Venue Services Manager to ensure that venue operations and event services run smoothly from inquiry to event completion.

2. CORE COMPETENCIES, CHARACTERISTICS AND QUALIFICATIONS The Venue Operations Coordinator possesses and demonstrates the following experience and/or capabilities:

GENERAL

- 2-4 years of proven experience in a venue or event, hospitality environment.
- Experience or exposure to catering, bar management an asset.
- Post-secondary degree or diploma in related discipline preferred.
- Solid working knowledge of event industry principles, methods, practices and techniques as they relate to all areas of booking venues, and event planning.
- Comprehensive knowledge of event set-ups and functionality.
- Strong personal integrity with an innate desire to work in an ethical manner.
- Strong working knowledge of MS Office365 and confidence to learn venue software.
- Highly detail oriented, exceptional organizational skills and able to handle multiple priorities.
- Adaptability, with ability to adjust expectations, priorities and goals to meet company direction.
- Able to follow corporate processes and reporting structure at all times.
- Passion for client services and satisfaction.
- Ability to lift at least 25 lbs.




- Familiarity with any CRM software such as Tripleseat is an asset

EVENT EXPERIENCE

- Event management experience or exposure.
- Ability to build and maintain strong relationships; interact and influence at all levels both within and outside the organization.
- Proven ability to achieve goals, multi-task and set priorities based on a constantly changing business environment.
- Effective decision-making capabilities demonstrating sound judgment.
- Proven ability to examine, re-engineer and implement new strategies.
- Goal and results oriented with ability to execute plans and manage change.
- Sincere customer focus and true appreciation for the guest experience.
- Accessible and approachable demeanor, and creativity and flexibility in customer relations.
- Demonstrated strong team player, and effective communication skills are essential.
- Ability to analyze and interpret the needs of clients and guests and offer solutions.
- Ability to manage a flexible schedule

3. POSITION RESPONSIBILITIES AND ACCOUNTABILITIES The following outlines the roles and responsibilities of the Venue Operations Coordinator, as it relates to providing exemplary service to all clients in planning, preparation and execution of their events or programs being held at The Wallace and/or Pipe Shop Venues. a. Client Relations & Sales Support

- Acting as a liaison between clients, vendors, the Venue Services Manager, and operational teams to ensure clear communication and seamless planning.
- Supporting the client journey by providing accurate details, assisting with coordination needs, and ensuring clients feel supported at each stage.
- Main point of contact for clients for all items related to the booking, once Venue Services Manager confirms event; maintaining peripheral awareness of sales and marketing efforts, and incoming inquiries.
- Finalize all Client Contracts once event is confirmed through Venue Services Manager.
- Conduct site inspections for client meetings (clients, vendors, planners, etc.), during or outside of regular office hours, as required.
- Ensure all clients are aware of all booking requirements, including insurance.
- Maintain event file on venue software, with all pertinent Client information and communication in order for accurate information to be logged for future reference, and for day-of staff or vendors (Venue Assistants, contractors).
- Conduct site visits with Clients, as directed by the Venue Services Manager.
- High level planning services to assist clients; includes but not limited to liaising with catering, audio/visual, food and beverage sales, as well as the coordination of any special requirements.
- Resolve client concerns and issues efficiently and courteously to prevent a reoccurrence, with a primary goal of successful event execution, and to retain repeat bookings or referrals.
- Ensure client’s plans comply with all Quay North Urban (and CNV where applicable) policies and procedures including loading, setup, displays, noise, access, etc., as well as legislative procedures.




- Ensure effective communications between all vendors at all times.
- Review event report following event with Beverage Services Coordinator to ensure all parties sign-off prior to closing out client booking file.
- Coordinate with Property Management Department to address any damage or issues, ensuring client is aware of potential costs.
- Fill in any shifts required, that cannot be filled by onsite staff.
- Coordinating incoming inquiries, conducting initial client communication, and supporting the sales pipeline through timely follow up and information sharing.
- Preparing proposals, contracts, venue packages, and booking documentation as directed by the Venue Services Manager.
- Maintaining accurate sales records, calendars, and booking systems.
- Assist with social media and marketing as and when required.

b. Administration

- Review client file with Venue Services Manager to ensure accurate transfer of information, and thorough understanding of client needs, to date.
- Perform weekly reviews of all tentative events and follow up on any outstanding contracts and payments.
- Ensure all date holds in venue calendars are accurate and up to date.
- Liaise with Venue Services Manager and Property Management department to ensure all routine maintenance and services for the venues are carried out as and when required, working around client bookings at all times.
- Request purchase orders as directed for all payable expenses related to an event booking, or otherwise, reviewing invoices on a regular basis with other departments.
- Perform administrative functions related to event operation, as required, providing backup for other departments when needed.
- Act as back-up for Beverage Services Coordinator when needed, complete inventory, closeout final client bills in Square.
- Review and submit timesheets for all onsite staff and contractors.
- Complete final bar bills with oversight from Venue Services Manager and collaboration with Beverage Services Coordinator.
- Ensure liquor license compliance documentation and records are maintained and up to date and provided to Beverage Services Coordinator for onsite record keeping.
- Coordinating documentation, reports, and internal communication.
- Coordinating meeting logistics, preparing briefing materials, and ensuring the Venue Services Manager has the information needed to effectively lead sales and service activities.
- Supporting event handover processes and ensuring internal teams receive accurate and timely event related information.
- Training and coordination of on site staff

c. Reporting & Meetings

- Daily check-ins with Venue Services Manager on current client files and upcoming projects, marketing efforts, and other deadlines.
- Regular updates to President providing pertinent information, and venue programming for discussion, approval and/or general awareness.
- Include other team members on relevant email communication, as requested or required.
- Weekly meetings with Property Management department to review facility and maintenance items for the venues.
- Attendance at weekly staff meetings to report on sales and marketing efforts for the Venue Team.

d. Brand Ambassador

- At all times represent QNU brands professionally, in a manner directed through all communication and interaction.

Pay: $60,000.00-$65,000.00 per year

Benefits

- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care

Work Location: In person

📌 Venue Operations Coordinator (North Vancouver)
🏢 Quay Property Management
📍 North Vancouver