Awards Coordinator

Brunico Communications

Posted on Wednesday, August 08, 2018
Role: Awards Coordinator
Where: Brunico Communications Ltd., Toronto, ON (www.brunico.com)
Summary: Permanent, full-time position

Downtown Toronto B2B communications company, Brunico Communications Ltd. is currently seeking a full-time Awards Coordinator to join the Brunico Events department. Reporting directly to the Events Logistics Manager, this position requires a seasoned, extremely organized and highly motivated individual to manage the submission and judging processes for Brunico's awards shows. The successful candidate will possess excellent communication skills and must have the ability to prioritize while managing multiple projects. The ideal candidate will have a minimum of two years’ experience in an administrative role.

Awards Coordinator responsibilities include, but are not limited to:
· Work with the lead/direction of each Publisher, who acts as the Executive Producer of their brand’s awards show
· Act as the in-office facilitator with each Award Show Producer
· Act as the point of contact with internal office departments, as well as client-facing, for Award show coordination, including pre-entry website launch, awards entry process/customer service queries, judging platform process, and misc pre/post show assistance
· Provide support to Event Logistics and Customer Service Departments, as well as assisting onsite on show days, as required.

Pre-entry Launch
· Create work-back schedule
· Assist with the awards entry website platform set up, in conjunction with the Publisher and the IT Director; items include providing updated category/criteria details, pricing, deadlines and FAQs for awards submission website
· Proof, maintain awards sites and ensure all client entry functions are tested and functioning prior to live launch

Awards Entry Process
· Handle client inquiries relating to awards entries. This includes eligibility and criteria queries as well as reconciling technical issues for clients with the understanding that any complicated technical issue would be forwarded to the IT director for client follow up
· Prepare and distribute weekly report of entries stats for the Publisher, Marketing and Sales departments
· Organize all submission materials and perform quality control and fact checking of received assets. Contact entrants for missing materials, or to notify of ineligibility or re-categorization (decided by Publisher/ Editor)
· Track and reconcile all received payments; create invoices as requested; follow up with any clients who have not submitted payment; handle potential payment disputes and direct any necessary payment refunds to the Accounting department

Judging Period
· Assist with online judging platform set up, in conjunction with the Publisher, IT Director and Show Producer, ensuring all judging execution functions are tested and functioning for live launch.
· Post jury details to the awards site – assist Publisher / Producer with headshot, bio and conflict list acquisition
· Review judging instructions with Publisher, as required. Distribute judging instructions and login details, assist with any eligibility or technical issues jurors may encounter, follow up with judges to ensure all scores are submitted prior to the prescribed deadlines
· Tabulate and verify scores for multiple judging rounds and provide these figures to the Publisher for review
· Plan and execute live judging events when required including set up of live judging materials and onsite event management of the day(s)

Pre/Post Show Production
· Provide final winners list to the Award Show Producer, Publisher, and Creative and Editorial Departments for show flow and script creation
· Deliver creative assets to video editor, Creative and Editorial teams for on-line and print publications, and awards show
· Order awards from trophy vendors, including requesting quotes and providing all final copy that is to appear on each award being presented at awards show
· Verify that ordered awards (once they arrive in the office) are accounted for and printed to spec (proof along with the Editorial team)
· Coordinate with Marketing and Customer Service for client/winner award re-orders (extra orders) - provide deadlines and pricing, proof messaging

Skills Required / Performance Expectations:
· Extremely organized with sound time-management skills and ability to multitask
· Excellent professional and diplomatic communication skills - written and verbal
· Comfortable dealing with high-level executives at major organizations
· Effectively communicate relevant project information to superiors, peers and vendors
· Inclined to take ownership of a project and follow through to completion
· Comfortable working on a project both in a team atmosphere and independently
· Proficient in Excel
· Ability and flexibility to travel, if requested

Contact:
Interested applicants should forward resume and cover letter with salary expectations to Jordan Berlin, Events Logistics Manager at jberlin@brunico.com. Only those selected for interview will be contacted.

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