Job Overview
The Operations Coordinator supports smooth, organized day-to-day office operations by coordinating administrative processes, maintaining records, and helping teams stay informed. This sector-neutral role brings together front desk support, bookkeeping, payroll, human resources, and vendor coordination.
Key Responsibilities
- Office Administration & Front Desk
- Coordinate front desk coverage, manage multi-line phone systems with professional phone etiquette, and route inquiries to the right colleagues.
- Manage the front desk, answer phone calls, respond to emails, and handle client inquiries professionally.
- Greet clients and visitors, coordinate appointments, and maintain organized records.
- Assist with preparing event documents, schedules, checklists, and reports.
- Support payment tracking, invoice records, and basic bookkeeping-related tasks as required.
- Organize office workflows, track administrative tasks, and communicate updates to support reliable daily operations.
- Client Handling & Communication
- Communicate with clients regarding event details, schedules, and operational requirements.
- Respond to questions professionally and ensure timely follow-ups.
- Coordinate client requirements with the Office Manager and Operations team.
- Escalate pricing, contract changes, and other approvals to management when required.
- Event Operations & Coordination
- Coordinate the operational planning and execution of in-house and outdoor catering events.
- Review event schedules, timelines, setup plans, and service requirements.
- Coordinate with the Office Manager, Head Chef, and Floor Lead to ensure event readiness.
- Oversee setup, service coordination, breakdown, and cleanup.
- Assist hands-on with floor management, serving, setup, and cleanup when required.
- Staffing & Team Management
- Arrange and confirm servers, bartenders, DJs, security, and other event staff.
- Assist with human resources administration, training and development, and team management, including supervising staff where appropriate.
- Communicate staff assignments, monitor attendance, and arrange replacements when needed.
- Ensure staff understand their responsibilities and follow company standards.
- Address staffing and operational issues promptly.
- Outdoor Catering & Logistics
- Coordinate transportation, loading, equipment requirements, and event delivery schedules.
- Ensure required staff, equipment, and supplies are ready for dispatch.
- Work with the kitchen and floor teams to ensure timely event execution.
- Communicate with vendors and suppliers regarding operational arrangements.
- Records & Reporting
- Maintain filing systems and clerical records; support bookkeeping, QuickBooks tasks, payroll administration, budgeting, and vendor management.
- Maintain accurate operational records, schedules, and event documentation.
- Assist with payment tracking, invoice organization, and basic bookkeeping tasks where required.
- Report operational issues, damages, staffing concerns, and follow-up requirements to management.
Qualifications & Requirements
- Previous experience in office administration, operations, hospitality, catering, or event management.
- Valid BC driver's licence is mandatory.
- Strong communication and customer service skills.
- Experience with front desk management, phone calls, emails, and client handling.
- Excellent organizational, multitasking, and problem-solving abilities.
- Basic computer skills, including email, spreadsheets, and document preparation.
- Ability to work flexible hours, including evenings and weekends, depending on event schedules.
- Willingness to assist with hands-on event setup, serving, and cleanup when required.
- Bookkeeping or accounting experience is an asset.
- Ability to work independently while coordinating effectively with a team.
Ideal Candidate
- Professional, dependable, and well-organized.
- Comfortable handling both office administration and event operations.
- Client-focused, proactive, and calm under pressure.
- Able to manage competing priorities and take responsibility for completing tasks.
- Willing to step in and support the team wherever needed.
Benefits:
- Casual dress
- Company events
- Discounted or free food
- Flexible schedule
- On-site parking
Licence/Certification:
- Driving Licence (required)
- Work Location: In person
