Technical Services Coordinator
Job Overview
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Date PostedJanuary 29, 2025
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Location
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Wage/Salary$48443 - $50856 / year
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Contact NameSarah MacDonald
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Open Positions1
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Staff AccommodationYes
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Staff Accommodation Link
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Position DurationPermanent
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Position TypeFull-Time
Job Description
The Opportunity
The Coordinator, Technical Services is responsible for providing administrative and technical support for Banff Centre conferences, programs, projects, and events. This role will ensure the smooth delivery of Technical Services and Media and Production requests by coordinating operations, logistics, and administrative tasks to meet stakeholder expectations. This role involves responding to inquiries, managing equipment databases and booking systems, coordinating Technical Services staff, and serving as the primary communication link between Banff Centre and the Technical Services department. Additionally, the Coordinator supports day-to-day operations of Media and Production, including maintenance, organization, operations of bookings, invoicing, and scheduling programs/events.
Specific Accountabilities:
Scheduling and Administration
– Coordinate all technical services and equipment requests (as per client GRF & other requests, given to Technical Services by phone, by e-mail or in person; prepare price quotations and work orders in accordance with established procedures.
– Respond to routine requests made by walk-in clients for recording media, adapters, cords, batteries, etc
– Coordinate booking/overbooking of equipment, cross-renting equipment as necessary.
– Coordinate scheduling, enter technical services and media and production labour, projects and activities in FW scheduling software, prepare reports from FW.
– Enter audio visual equipment into the equipment rental database in FW; maintain the equipment database and location naming conventions.
– Monitor general email accounts across media and production and technical services.
– Maintain department equipment manuals, safety binders, phone and email lists, price lists, and department operating procedures.
– Coordinate and maintain departmental lists and databases.
– Coordinate repairs and/or replacements of equipment.
Technical and Production
– Handle all phases of the department’s duplicating services, track requests for duplications.
– Maintain the production archive as an accessible resource including media assets, contracts and project information.
– Research and develop required information for technical services support including equipment rentals.
– Coordinate the inventory of all Technical Services equipment.
– On occasion, provide back up technical support to AV technicians as required.
Financial Administration
– Coordinate accounts payables and ensure the timely payment of invoices, creation of purchase orders, claims, invoices, payment requests, cheque requisitions, petty cash vouchers, client A/R adjustment forms, and monthly inter-departmental transfers (IDTs).
– Pick up of cheques, special mail items, and reports as well as daily drop off of financial paperwork to Financial Services; prepare Banff Centre cash submissions as required.
– Accept cash and credit card payments for rental and sale of Technical Services resources and provide receipts.
– Prepare invoices for submission to Conferences or Financial Services and other Banff Centre departments as well as external invoicing.
Job Requirements
Qualification and Educational Requirements
- Completion of a college diploma or equivalent experience in technical coordination/business administration/event management with a minimum of - 5 years’ experience
- Proven coordination experience; strong organizational skills, attention to detail
- Database/scheduling software experience, as well as proficient with Microsoft Office Suite of products with advanced Excel skills
- Ability to act independently, problem-solve responsibly, anticipate, plan, initiate and handle work from a variety of sources.
- Experience working in a fast-paced environment, with an ability to think and act quickly and responsibly with a broad range of internal and external customers
- Customer-centric approach, which results in exceptional customer service delivery
- Proven organizational expertise and ability to successfully manage multiple tasks and projects
- Flexible and adaptable to changing priorities and tasks
- Overall familiarity with technical hardware, software and setups in both Media Production and AV environments, including FarmersWife is an asset
- Superior interpersonal and communication skills, well-developed judgement, and excellent organizational skills.
- High degree of accuracy and attention to detail.
Perks & Benefits
Employment Terms & Benefits
- In accordance with CUPE 4318, this is a unionized, permanent, salaried support staff position, subject to a 6-month probationary period.
- This position has an annual salary between $48,443 and $50,856 per year depending on experience. This position works 40 hours per week.
- The successful candidate will have access to a range of benefits through Alberta Blue Cross and will be eligible to participate in our defined benefit pension plan.
Benefits of working at Banff Centre are:
Transitional staff housing options (Based on availability)
Professional development
Employee Assistance Program
Health care spending account
Staff cafeteria and restaurant discounts (at Maclab Bistro and Vistas)
Onsite fitness facility at a discounted rate – first month free for new members! (includes pool, climbing wall and gym.)
