Duration : 6 months (high chance of extension or conversion)
Hours : 8 : 30 - 5 : 00 (OT may be required)
Location : Calgary or Montreal - onsite 5d / wk
NOTE MONTREAL IS BILINGUAL (FRENCH / ENGLISH)
Job ID : RQ
Our Professional Services Client is in need of a Int. Catering and Events Coordinator / Receptionist to support the Office Services Manager
Must Have :
- 1+ years professional experience (Admin, corporate, etc.)
- 1+ years with Microsoft and / or Google Suite
- Bilingual (Montreal) - French / English
Nice to Haves :
- Previous Hospitality or Events Catering experience
- Previous reception experience
Key Responsibilities
- Manage all client Catering Requests (new requests, edits, cancellations, dietary restrictions, quantities)
- Validate request specifications with requestors (quantity, dates, order, event details, client information)
- Closely collaborate with the Receptionist and AV coordinator in managing meeting room logistics (furniture set up, meeting start and end time, meeting agenda, special requirements)
- Manage the logistics of complex catering events
- Research menus and caterers and place orders according to requirements (to meet budgets)
- Clearing meeting rooms after meetings
- Coordinate and manage all invoices pertaining to events to ensure accurate costing.
- Validate information and coding for invoices needed in e-payables (finance)
- Order meals for next day catering requests
- Clearing and loading of dishwashers, restocking cupboards.
- Overall cleanliness of kitchen and appliances.
- Coordinates and manages relationships with catering and other vendors.
- Coordinate the planning and execution of small on-premises client events and collaborate with the Admin Services team to respond to specific requests
- Assists internal clients on events to determine the parameters, procedures and deliverables for an event
- Coordinates the ordering and delivery of event equipment (including furniture, service and catering equipment, etc.)
- Sourcing required services and vendors both internally and externally to best execute events and follow necessary policies.
- Manage event logistics including service staff before events
- Coordinate logistics with AV Coordinator (follow tight agenda schedule)
- Maintains a visible role within the Firm and to outside parties, including suppliers and other industry professionals;
- Uses strong interpersonal and problem-solving skills to produce exceptional events;
- Maintains contacts and network opportunities within the event planning profession
- Works in a collaborative team atmosphere to provide event support, ideas and solutions.
- Track alcohol inventory and ensure adequate supply is available to meet requests.
- Occasional reception desk coverage (breaks, lunch, vacations)
- Occasional hostess duties for both internal and external events (greeting and registration of guests)
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