Events Office Coordinator

  • Full-time

Company Description

Whether in our kitchens, dining rooms, event venues or offices, our singular purpose is to captivate guests with our unparalleled quality, service, and food and wine knowledge.  We achieve this only through the excellence, innovation and passion of our team members.  If you are seeking a rewarding career that involves first rate training and education, mentoring and development, attractive compensation, and inspiring rewards and recognition, consider joining Oliver and Bonacini Restaurants.

Job Description

POSITION SUMMARY

The Office Coordinator is responsible for providing a wide range of clerical duties, office administrative duties, project coordination, office maintenance, and accounting support to the Oliver & Bonacini Events Office and Team.

 

PRIMARY DUTIES & RESPONSIBILITIES

  • Act as primary point of contact for general inquiries via email and telephone, transferring to appropriate team members and welcoming clients/ visitors to the Planning Studio and Events Office
  • Maintenance, licensing and programming of Daylight booking system
  • Maintenance and programming of Events Office phone systems
  • Maintenance and distribution of keys and security passes for O&B Events team
    • Coordinate interoffice mail distribution schedule and materials
  • Ordering of computers, telephones and other office necessities for the O&B Events Team, including computer log-ins and emails
  • Responsible for inventory management and ordering of materials, supplies and services for the Events office
  • Coordinate with the Operations team to organize and arrange all catering needs for boardrooms
  • Responsible for maintaining general cleanliness of common office areas including upkeep of reception, boardrooms and office kitchen areas.  This includes, but is not limited to,  ensuring that boardrooms are clean, adequately lit and fully prepared for meetings
  • Coordinate with all applicable suppliers to ensure that Planning Studio stock in maintained (e.g. florist, Cave Springs, O&B Artisan)
  • Receipt and distribution of incoming courier packages, in addition to facilitation of outgoing courier items
  • Coordinate and maintain records for staff office space, phones, parking, company credit cards
    • Maintain an up-to-date contact list of all Events employees
    • Perform general clerical duties including but not limited to photocopying, faxing, mailing, filing and rotation of events department files
  • Support management team in assigned project-based work which may include drafting and modifying a variety of documents and/or correspondence as well as performing basic accounting functions
  • Responsible for organization of the shared calendars for all three boardrooms
  • Responsible for serving all food and beverage as necessary to guests in the Planning Studio
  • Participate and organize any Planning Studio network events
  • Update and manage all image presentations and technology for the sales studio
  • Support Events team as required including other duties as assigned and/or required

Qualifications

  • 1-3 years working experience in a similar administrative capacity
  • Exposure to, or experience in, a sales and/or event planning environment an asset
  • Experience performing basic accounting functions an asset
  • Practical working knowledge of Microsoft Office applications
  • Self-starter, flexible, and able to work independently
  • Ability to multi-task and change priorities constantly as needed in a fast-paced environment
  • Excellent verbal and written communication skills and professional telephone etiquette
  • Superior customer service skills in addition to impeccable personal presentation required
  • A keen eye for detail is a must!

Additional Information