Int. Catering and Events Coordinator / Receptionist to support the Office Services Manager for a Professional Services Client

S.i. SystemsMontreal

30+ days ago

Job description

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)