Office and Administrative Specialist

7 months ago

Lower Mainland, Canada Boston Pizza Full time

Looking for an opportunity to make a real impact? We’re currently recruiting for an **Office and Administrative Specialist **based out of our Corporate Head Office** in Richmond, B.C.** to join our amazing team of talented employees.

Boston Pizza International has been recognized as one of Canada’s 50 Best Managed Companies since 1994. Serving more than 40 million guests annually, Boston Pizza International Inc. is Canada’s No. 1 casual dining brand with more than 380 restaurants in Canada and more than $1 billion in sales. Boston Pizza has for decades enjoyed a significant takeout and delivery side to our business, which has served as a strong advantage vs. most competitors in helping us adjust to and successfully weather the significant impacts the pandemic has had on the broader restaurant industry. You won’t regret your decision to join our team

**What you do**:
Reporting to the Events and Initiatives Manager, this position will contribute to the success of the organization by establishing a safe and supportive work environment for our employees; supporting the move to a more flexible work environment; providing support for corporate events, projects and initiatives and in maintaining effective business relationships with our landlords, vendors, suppliers, clients and employees.

In this role, your responsibilities will include:
**Office Coordination**
- Managing office space, moves
- Facilities and equipment management, which includes all office services, storage facilities
- Liaising with landlord on all aspects of office/building maintenance
- Working collaboratively on securing and managing vendor contracts and services;
- Ensuring offices and common areas are appropriately cleaned and safety protocols are being adhered to;
- Managing all office supplies and inventory;
- Monitoring and managing all office-related expenses, adhering to the administration budget;
- Coordinating all incoming office mail and deliveries and all outgoing mail and couriers;
- Providing reception services and general office duties as required;
- Supporting the Director of Human Resources in drafting employee communications; scheduling meetings and coordinating employee events;
- Maintaining strong working relationships with property management, vendors, clients and employees.

**Administration Support**
- Assist with scheduling, coordinating and attending meetings as required, including venue research, food & beverage coordination, group transportation, reservations and meeting minutes _(Some travel may be required)_
- Complete and submit expense reports for Managers.
- Compile detailed research and estimated expense documents for various projects
- Coordination of the summer charity golf program.
- Coordinate event and charitable sponsorships alongside the Marketing Department.
- Coordinate and arrange business travel.
- Liaise with internal and external contacts on behalf of the team; Franchisees, Suppliers, Vendors, and Business Contacts.
- Provide calendar management and communication about upcoming events.
- Prepare and handle internal event announcements, tracking and communication
- Detailed document review and cross referencing

**What you offer**:

- Post-secondary education in business administration, or other relevant field would be an asset.
- Office coordinator experience and a minimum of 2-3 years providing administrative support.
- Event coordination experience would be an asset.
- Excellent interpersonal and relationship-building skills;
- Strong customer service orientation;
- Excellent verbal, written and organizational skills, with strong attention to detail;
- Ability to take initiative, manage multiple tasks/projects and prioritize these appropriately;
- Agile, adaptable and the able to thrive in a fast-paced environment;
- Ability to listen actively, analyze a situation, and determine appropriate next steps;
- Ability to exercise judgement, tact and discretion in managing confidential information; and
- Strong working knowledge and understanding of Microsoft office programs, particularly Microsoft Word, Excel and Teams.
- **IMPORTANT: Boston Pizza International has adopted a hybrid work environment which allows for a mix of home office and in-office work. More specifically, this role requires a minimum 1-2 days in the office per week, depending on in-office activities which may require more time in-person, providing support as we re-open our Richmond office, adhering to all provincial health recommendations and safety protocols._

**Why you want to work with us**:

- We’re a strong Canadian brand with a hospitality focus, embracing a work-hard, play hard philosophy;
- We’re an organization with a strong emphasis on team culture;
- Our entrepreneurial roots support a culture of collaboration;
- We’re always looking to promote internal talent;
- We have a tight-knit team to support you every step of the way; and
- Through the “Future Prospects” Boston Pizza Foundation, we’re focuse

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