Posted by Harbourfront Centre
Harbourfront Centre is an innovative non-profit cultural organization renowned for offering artistic, educational and recreational programming across a beautiful 10-acre campus at the heart of Toronto’s waterfront. With events and activities that enliven, educate and entertain a broad public, we welcome visitors year-round and are committed to enriching the lives of diverse communities through creativity, innovation, and excellence.
We are currently looking to bring on board an enthusiastic, imaginative, attentive and organized Assistant Vendor Coordinator to support the Strategic Partnerships team in coordinating and curating vendor offerings that complement Harbourfront Centre’s festival programming. This role collaborates with various partners to ensure vendors adhere to guidelines and regulations, while fostering a vibrant community experience through strategic partnerships and engagement initiatives.
Position Title: Assistant Vendor Coordinator
Department: Strategic Partnerships
Reporting to: Vendor Operations Coordinator
Number of Vacancies: 1
Type of Employment: Full-time
Hours of Work: 35 hours per week, with a work schedule that requires the flexibility to work evenings, weekends, and/or holidays based on departmental demand to support festival and vendor activities, particularly, but not exclusively, during the summer months
Compensation: Annual salary of $45,000 to $50,000, plus a comprehensive benefits package
Work Location: On site at our waterfront campus in downtown Toronto, with some remote work possible as per our Remote Work Policy, and based on organizational need
Duties
- Serve as the primary liaison for marketplace and food vendors (including Food Lab, food trucks, snack booths, and the Lakeview Market), ensuring they have access to Harbourfront Centre services and resources.
- Manage the intake and review of vendor applications for both Marketplace and Culinary programs, ensuring a diverse and balanced selection of vendors.
- Actively seek and recruit potential vendors to enhance the variety and quality of offerings, aligning them with Harbourfront Centre’s festival programming and strategic vision.
- Create, distribute, and manage vendor contracts, ensuring timely collection of payments and all required documentation in compliance with Harbourfront Centre and City of Toronto regulations.
- Work closely with a wide range of internal teams (such as Production, Operations, Planning, Security, Marketing, etc.) to facilitate smooth vendor operations and resolve any logistical challenges.
- Ensure seamless integration of vendors into festival spaces, preventing scheduling conflicts and optimizing layout efficiency.
- Support the Marketing and Communications team by providing accurate vendor details for promotional purposes, social media, and website updates.
- Oversee compliance with Toronto Public Health regulations and Harbourfront Centre policies, ensuring all food and beverage vendors meet the required safety and operational standards.
- Provide on-site support during events, ensuring quick resolution of vendor issues and maintaining a high standard of customer and vendor experience.
- Work within the allocated budget to oversee the financial aspects of vendor operations, considering revenue-generating opportunities and necessary expenditures.
- Reconcile actual event expenditures against vendor contracts to ensure financial accuracy and compliance.
- Collaborate with Corporate Sponsorship to identify and implement vendor-related sponsorship opportunities.
- Work with partners to align vendor operations with their goals and ensure mutual success.
- Work toward achieving a revenue target, as set collaboratively with Harbourfront Centre leadership.
- Maintain detailed records of vendor activities, creating reports to assess performance, revenue, and overall impact.
- Monitor and enforce compliance with all relevant health, safety, and operational regulations, ensuring vendors uphold Harbourfront Centre’s standards.
- Assist with event setup and teardown as required, which may involve lifting, standing, and walking for extended periods.
- Perform other duties as assigned to support the successful execution of Harbourfront Centre’s vendor programs.
Requirements
- Previous experience in customer service, hospitality, vendor relations and/or event coordination is highly preferred.
- Proficiency in Office 365 suite (Word, Excel, Outlook, Teams) and experience with database management.
- Ability to quickly learn and operate industry-specific software, such as Square and Artifax.
- Strong organizational and time management skills, with the ability to multi-task and manage competing priorities in a fast-paced environment.
- Excellent communication and interpersonal skills to engage effectively with vendors, event attendees, partners and internal teams.
- Strong conflict resolution skills, with the ability to handle vendor concerns diplomatically and professionally.
- A positive, adaptable and solutions-oriented approach in high-pressure situations, with the ability to assess and make judgments on a variety of scenarios, anticipate potential challenges, and proactively implement solutions.
- Able and comfortable to make decisions in dynamic and sometimes stressful environments while ensuring smooth operations.
- Experience in food safety, including a Food Handler’s Certification, is considered an asset.
- Ability to stand and walk for various (and at times extensive) periods of time, and occasionally lift objects as part of event setup and daily operations.
- Must be able to work weekends and evenings as required, starting in May, with mandatory work on all weekends and statutory holidays in July and August to support festival and vendor activities.
- Must be comfortable working outdoors in all weather conditions, including high temperatures and rain.
- Must be legally eligible to work in Canada. Non-Canadian applicants must have a valid employment Visa and proper documentation authorizing their ability to work in Canada on an ongoing full-time basis.
Our Values
At Harbourfront Centre, our values—Open, Brave, Rigorous, and Kind—reflect our commitment to inclusivity, imaginative risk-taking, excellence, and respect, ensuring enriching experiences for all.
How To Apply
Harbourfront is committed to diversity and inclusiveness. We encourage qualified candidates from all backgrounds to apply. Acceptable applications must include a current resume and a cover letter.
Qualified applicants are encouraged to apply by contacting jobs@harbourfrontcentre.com by no later than March 28, 2025. Please quote Assistant Vendor Coordinator in the subject line of your application. Applications will be reviewed as they are received, with interviews with suitable candidates to follow shortly thereafter.
We thank all applicants for their interest, however only those being considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process.