Studio & Event Rentals Coordinator

About SB & Co Event Studio

Welcome to SB & Co Event Studio - a boutique event space thoughtfully designed by Sandra Bettina Weddings & Events. With a passion for creating memorable moments, our studio offers the perfect setting for workshops, bridal showers, and intimate gatherings. Combining elegance and versatility, SB & Co Event Studio provides a charming and sophisticated backdrop to bring boutique event visions to life. Whether we’re hosting a creative workshop or celebrating a special milestone, our space is designed to inspire connection and unforgettable experiences.

Job Summary

Reporting to the Founder & Lead Planner, the Studio & Event Rentals Coordinator is a dynamic role supporting the event rental side of Sandra Bettina Weddings & Events as well as our cozy & stylish studio – SB & Co Event Studio . You'll be the go-to person helping make sure everything runs smoothly—from managing our rental items to ensuring our studio is ready for the next gathering. If you're passionate about organization and events, and love bringing creative ideas to life, this is the perfect place to join the team and be part of something special!

Job Duties and Responsibilities

STUDIO

Client & Event Relations:

• Manage booking flow from start to finish including calendar management, responding to inquiries, coordinating and conducting studio tours, sending and managing contracts & invoices, and acting as the primary point of contact for clients from initial inquiry through event completion.
• Collaborate with clients to understand event requirements, including layout, equipment, and scheduling needs.
• Create and manage event timelines, as it relates to studio operations, ensuring all deadlines are met.
• Coordinate with internal teams and external vendors to ensure seamless event execution
• Serve as event host including welcome clients, assisting with studio related items

Studio Operations:

• Oversee the setup, breakdown, and overall readiness of the studio for events.
• Monitor studio cleanliness and maintenance, addressing any issues promptly.
• Manage inventory of studio equipment and supplies, arranging replacements as needed.
• Collaborate with owner to provide best practices and flow / operations improvements as identified.

Marketing Duties:

• Maintain content calendar schedule
• Post and optimize blog posts
• Shoot footage for social media on occasion
• Design, through collaboration, various graphics in Canva
• Execute on provided Pinterest strategy

EVENT RENTALS:

Client Relations and Sales:

• Serve as the primary point of contact for clients, assisting with inquiries and guiding them through the rental process.
• Provide advice on rental options based on client needs and event specifications.
• Create and present rental proposals, quotes, and contracts.
• Build and maintain positive relationships with clients to encourage repeat business and referrals.
• Schedule and coordinate deliveries and pickups

Administrative Tasks:

• Maintain detailed records of contracts, invoices, and client communications.
• Process client payments and track outstanding balances.
• Assist in developing and updating rental policies and procedures to improve operations and enhance efficiency.
• Prepare reports on rental revenue, inventory usage, and client feedback.
• Maintain accurate records of rental orders, deliveries, and returns.
• Assist with tracking orders and keeping the team updated on inventory availability.

Marketing Duties:

• Maintain content calendar schedule
• Post and optimize blog posts
• Shoot footage for social media on occasion
• Design, through collaboration, various graphics in Canva

Inventory Management & Warehouse Operations:

• Oversee the day-to-day operations of the rental warehouse, ensuring efficiency and organization.
• Prepare rental items for upcoming events, ensuring accuracy and quality.
• Inspect returned items for damage and cleanliness, addressing issues as needed.
• Keep the warehouse clean, organized, and stocked with necessary supplies.
• Clean, inspect, and organize all rental items upon return to the warehouse.
• Identify damaged or worn items and arrange for repairs or replacements.
• Implement and maintain best practices for warehousing and inventory control.
• Monitor stock levels of rental items, including furniture, decor, and equipment.
• Conduct regular inventory checks to track item availability and condition.
• Coordinate the maintenance, repair, or replacement of rental items to ensure they meet quality standards.
• Conduct regular inventory audits to ensure the availability of popular rental items.
• Monitor trends in rental requests to recommend new products or services.
• Assist with ensuring rental items are safely packed and loaded for transport to event locations.

Logistics & Event Day Duties:

• Collaborate with necessary teams to ensure timely and accurate delivery of equipment.
• Address and resolve any client concerns or issues related to rentals during the event.
• Unbox decor, inspecting inventory counts and providing quality control
• Set and style tables as outlined by the design specs and assigned by client
• Finalize décor details including but not limited to linens, stationery, installs and table details
• Complete late night or next morning décor teardown
• Package all décor items including rentals, candles, flowers, and any remaining items
• Organizing décor items for rental and client pick-up ensuring

This Job is for you if you:

• Have a passion for events and customer service
• Have a passion for events and customer service
• Are excited to learn and “figure it out” while also receiving ongoing mentoring
• Thrive when learning new programs and software
• Are proficient in using Google Suite
• Have excellent attention to detail and organization skills
• Can multitask and manage multiple projects and deadlines simultaneously
• Possess strong interpersonal and communication skills; verbal and written, including spelling, grammar and tone
• Are reliable and excited about working hard while having fun
• Have an eye for style and aesthetics
• Welcome respectful feedback and a collaborative environment
• Are a team player and don’t operate with a “that’s not my job” attitude
• Can work evenings and weekends including some overnight travel
• Have your own transportation and valid driver’s license
• Are under 30 years old (this position is part of the Youth Canada Job Program)

Working Conditions and Hours:

Working approximately 30 hours per week, this exciting position offers a flexible hybrid work schedule with a beautiful balance of work-from-home, at our studio in St. Albert and at other event venues.

The ability to work some long days (10 – 12 hours) and late nights completing physical labour is necessary with the requirement to lift up to 40 lbs.

We thank everyone for their interest and will only reply to those individuals who will be contacted for an interview.

The Fine Print:

This position is part of the Youth Canada Summer Jobs program with a start date of July 7 ,2025 and end date of August 31, 2025. Possibility of extension to permanent employment for the right candidate is available.

Job Type: Part-time

Pay: $16.00-$20.00 per hour

Expected hours: 30 per week

Flexible language requirement:

• French not required

Work Location: In person

Application deadline: 2025-06-22
Expected start date: 2025-07-07