Exhibit Services Coordinator

Description

At the Vancouver Convention Centre, a division of BC Pavilion Corporation (PavCo), we work to create unforgettable moments, world-class experiences and stronger connections to community, industry and culture.

As British Columbia’s flagship convention centre, we host more than 500 events each year and welcomes hundreds of thousands of global attendees to premier conferences, trade shows, banquets and more.

Our vision is to be the global leader in outstanding venues and events with a mandate to generate economic and community benefit for the people of British Columbia through prudent management of public facilities.

The award-winning Vancouver Convention Centre is currently searching for a highly motivated and service-oriented Exhibit Services Coordinator to join our team on a full-time basis. Reporting to the Manager, Exhibits, this position will be responsible for coordinating the exhibitor order process for tradeshows.

During the planning phase, the Exhibit Services Coordinator will consult all event stakeholders in regard to the exhibit services component of events and assist exhibitors on the show floor. The Exhibit Services Coordinator is a key component at the Vancouver Convention Centre (VCC) in terms of service excellence. This role requires an understanding of Exhibitor dynamics, trade show logistics, and an ability to multi-task under strict deadlines.

WHAT YOU WILL DO:
Exhibit Services

• Collaborates with clients and other departments to plan and set up a customized exhibit services offering for events with tradeshow components.
• Consults with exhibitors on products and services, provides information related to VCC venue operations, event timing & location, shipping details, logistics, and both internal & external service providers.
• Represents exhibit services in event planning meetings with clients and other event stakeholders.
• Reviews and processes all exhibitor orders including electrical, plumbing, technology, audio/visual, security, housekeeping, banner rigging, and catering.
• Processes payments for all exhibitor orders including any required refunds and price negotiation.
• Evaluates booth and exhibit floorplans and suggests modifications to orders based on information provided.
• Assesses and resolves and/or escalates exhibitor issues including complex booth requirements as required.
• Liaises with VCC staff and suppliers to ensure that exhibitor feedback is shared and that services are completed as requested.

Service Desk

• Manages the service desk and assists exhibitors with service orders, Voyage Control bookings, resolves challenges, and escalations to management for complex issues and/or booth requirements.
• Collaborates with Event Technical Services team, display companies, and other exhibit service suppliers to provide exhibitors and clients with uninterrupted support between VCC and partners.
• Assists in training of staff working on the service desk.
• Prepares event binders including event details, exhibitor orders, and shift briefings.
• Checks in with staff on the floor during each shift and assists to resolve any issues that arise.
• Provides show floor support and coverage as required (event hours, evenings and weekends).

Administration and Projects

• Utilizes events management software (Ungerboeck) to review event information, enter orders for exhibit services and service desk personnel, and to close service orders post-event.
• Uses Voyage Control Logistics Management system to manage and monitor vehicle/driver/passenger venue access while working alongside event specific security staff.
• Monitors the VCC website for content editing and online ordering through USI Exhibitor Services Center.
• Attends weekly operations meeting and internal production meetings to represent exhibit services and logistics; attends department meetings and provides exhibit services feedback.
• Maintains and prepares show management documents.
• Audits booth numbers against exhibitor lists prior to move-in.
• Maintains exhibit services inventories for safety vests and service desk supplies.
• Provides coverage for other department staff for absences and vacations.
• Reviews and updates show management documents, Standard Operating Procedures (SOPs) and pricing.

WHAT YOU WILL BRING:

• College diploma or equivalent.
• Supplemental courses in business administration and/or event management considered an asset.
• 3 years of event related experience preferred.
• Working knowledge of the events industry, large-scale venue operations, trade show logistics, and Exhibitor dynamics including move-in/out procedures, safety and security and revenue generation.
• Sound working knowledge of standard software applications including Microsoft Office.
• Experience working with events management-based software such as Ungerboeck (EBMS) is an asset.
• Exceptional customer experience skills with ability to anticipate guests’ needs.
• Excellent communication skills including the ability to have difficult conversations and to handle and resolve issues.
• Detail-oriented, organized with the ability to prioritize while working well under pressure to meet tight timelines.
• Highly adaptable and able to rapidly learn new skills and behaviours in response to changing circumstances in a fast-paced environment.
• Demonstrated ability to effectively collaborate in a team environment and able to work independently.
• Ability to work a Sunday to Thursday work schedule (schedule may change based on events schedule).

Physical Requirements
 

• Ability to lift up to 20 pounds and push service desk counter.
• Walking and standing for extended periods of time.
• Wear PPE including steel toe safety shoes.
• Exposure to cold temperatures, wind and rain during specific events.
• Exposure to loud noise (construction, traffic, machinery) and exhaust
• Work in solitude at times.

The salary range for this position is $49,969 - $62,370.
 

• Offers will be in line with PavCo’s internal pay equity and qualified candidate’s experience and education.
• Salary discussion and overall compensation package will be presented during initial phone interviews.

WHAT WE OFFER AS ONE OF CANADA’S ‘GREAT PLACES TO WORK’:

• Hybrid model (For eligible positions)
• Competitive salary
• Excellent benefits and a strong government pension plan
• Interesting projects
• Supportive team
• Career growth

HOW TO APPLY:
Our business is to deliver unparalleled, seamless service to our guests. We also strive to create vibrant and highly rewarding careers for people with passion and drive. If this sounds like an exciting opportunity, please submit your resume and cover letter by clicking on the Apply Now button.

We are proud to be a diverse organization. We welcome all eligible and qualified applicants to apply to join our team, regardless of race, colour, religion, gender, sexual orientation, marital status, age, gender identity or expression, national origin, genetics, disability status, protected veteran status, or any other characteristic protected by applicable law.

Please note that we can only consider applicants who are eligible to work in Canada.

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