Catering coordinator/Reception Support - RQ01859

Duration: 6 months - possibility of becoming a permanent role

Location: On-site (Calgary)

Hours: 8:30-5:00 pm (7.5 hours per day) - Overtime when required

Summary: Supporting our internal clients, responsibilities will include providing support to our shareholders by providing catering services and supporting our reception team. This position requires a self-motivated individual with excellent organizational, analytical and communication skills who has a basic understanding of time management

Deliverables

• Providing our internal/external clients with enhanced customer care from 8:30 am to 5:00 pm, this includes responding to issues, concerns, providing information etc.
• Manage all Eptura Catering Requests (new requests, edits, cancellations, dietary restrictions, quantities) Communicate with requestors to ensure catering requests are delivered in a timely manner
• Validate request specifications with requestors (quantity, dates, order, event details, client information)
• Closely collaborate with the AV Coordinator and receptionist in managing meeting room logistics (furniture set up, meeting start and end time, meeting agenda, special requirements)
• Manage the logistics of complex catering events
• Validate and code all invoices to the appropriate internal departments in e-payables
• Maintaining supplies and daily cleaning of internal staff kitchens and equipment
• Provide a WOW customer service experience to our internal stakeholders
• Providing reception coverage by monitoring phones and internal booking systems
• Monitoring Eptura to ensure room booking requests are completed accurately and in a timely manner
• Setting up of meeting rooms prior to meetings according to requests
• Signing in external clients and vendors to our visitor database
• Issue and maintain inventory of daily visitor pass-cards and updating the database if necessary
• Greet any visitors to the office, and log into the Visitor database.
• Issue and maintain inventory of daily visitor pass-cards and updating the database if necessary.
• Assists any site visitors with any information requests.

Experience Required

• High school diploma required
• This role is best suited to an individual who has a customer service background
• Previous experience working in a Professional Services Firm preferred

Technical Skills

• Experience with Google Suite - An asset
• Experience with Microsoft Office - Must have

Other Skills

• Excellent oral and written communication skills
• Excellent organizational skills and the ability to prioritize multiple responsibilities.
• Ability to spend a large portion of time on your feet and moving around the office, some lifting required
• Detail-focused with the ability to complete tasks with limited supervision.
• Comfortable with basic software functionalities as well as with technology and the ability to adapt, learn and invest in continuing education
• Exhibits professionalism.
• Communicates regularly and professionally with internal colleagues
• Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
• Ability to adapt to changes in deadlines or urgent tasks
• Exercises discretion when dealing with confidential information