Downtown Business Improvement Area ( BIA)  CoordinatorLocation: Downtown Oakville Business Improvement Area, Oakville, Ontario Closing Date: Applications for this position must be received at by no later than 11:59pm on February 17, 2025. 

Job Summary: The BIA Coordinator role is a ‘brand ambassador’ supporting excellence in member services, event planning/execution and general administration through exceptional communication, organization, and teamwork skills This is a pivotal role enabling the BIA team to deliver on its commitment to being the best downtown to shop, visit and work.

 Key Responsibilities:  

Member Services:

Greet and assist members, providing a positive and professional experience.
 Respond to inquiries from members, the community, and employees promptly, co ordinating action required within the team.
 Maintain accurate records of all BIA members contact details
 Support distribution of member materials.

Event Coordination:

Actively participate in organizing, set up and tear down of events including supporting as needed seasonal beautification.
 Manage event permit applications and insurance certificates with the Town of Oakville and our insurance provider.
 Assist with project management of event deliverables and coordination of third-party vendors.

Volunteer Management

Lead and coordinate volunteers and co-op students throughout the year including recruitment, Health & Safety training, maintaining records and co ordinating their event support

Gift Card Programme

Work closely with the Executive Director on responding to requests, loading gift cards, distributing gift cards as required
 Keep accurate records on BIA-purchased gift cards

General Administration Support:
 

Manage incoming and outgoing communications, including emails, phone calls, and mail.
 Maintain office supplies inventory, coordinate maintenance of office equipment ensuring a clean and safe work environment.
 Maintain accurate and organized filing systems, both physical and digital.  
 Handle confidential information with discretion and integrity.
 Organize and schedule board meetings, including arranging meetings and coordinating agendas, minutes and materials

Qualifications: 
 

Proven experience in member/customer facing roles as well as general administration
 Experience in co ordinating events and people in a community or organization 
 Demonstrated proactive and solution-orientated thinking
 Proficiency in MS Office Suite including Social Media platforms
 Strong organizational and time-management skills, with the ability to multitask and prioritize effectively.
 Excellent verbal and written communication skills.
 Attention to detail and problem-solving abilities.
 Ability to work independently and collaboratively within a team.
 This role includes physical activity which involves movement of materials up to 40 lbs such as chairs, tables, boxes and displays. 
 This role requires flexibility to support weekend events. Alternative days off are provided on event weekends. 

Working Conditions: 

This position operates within a lean team in a fast-paced office environment  

Salary range $50-$60K 

 

Please note that while the BIA appreciates the support of the Town of Oakville in promoting this position, this is not a Town of Oakville position. The successful candidate with be an employee of the Downtown Oakville BIA, reporting to the Executive Director and the Board of the Association. 

We thank all applicants for taking the time to submit their resume and cover letter and advise that only those selected for an interview will be contacted. No phone calls please.

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