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 society and exposition association, making a positive impact on the community

• Immerse yourself in a vibrant culture that makes work enjoyable, allowing you to witness the excitement of Westerner Park events

• Elevate your skills with tailored professional development initiatives and internal growth pathways.

• Enjoy fantastic perks, including exclusive staff discounts and participation in the Perkopolis Discount Program

• Experience firsthand our commitment to a flexible and understanding workplace, where work-life balance isn’t just a buzzword – it’s a way of life

Here is what you bring:

• Post-secondary education in Business Administration, Office Administration, Event Management, Hospitality, or a related field is considered an asset.
• 2–3 years of administrative experience, preferably in an event, hospitality, venue, facility, or customer service environment.
• Experience with invoicing, billing, or financial administration is considered an asset.
• Experience with EventPro or other event management software is considered an asset.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Exceptional attention to detail and accuracy in data entry, documentation, and record keeping.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Strong written and verbal communication skills.
• Ability to identify discrepancies, resolve administrative issues, and follow tasks through to completion.
• Ability to work independently while collaborating effectively with a variety of internal teams.
• Ability to maintain confidentiality and exercise discretion when handling client, financial, and event information.
• Ability to adapt to changing priorities and work effectively in a fast-paced, event-driven environment.
• Availability to work occasional evenings, weekends, and holidays based on event and operational requirements.

Explore working at Westerner Park, where our culture, hospitality, and atmosphere cater to everyone. Join us in creating memorable moments.
 
Realize your potential and apply now to start your extraordinary story with us. 

• Affiliation: Member of the Westerner Employees Association
• Employment Type: Full-Time (approximately 40 hours per week)
• Compensation: $41,600.00 to $49,920.00 annually