Operations Coordinator

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

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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