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Banquet Office Coordinator

1 month ago

Calgary, Alberta, Canada Hotel Arts Full time
Hotel Arts is currently seeking a highly organized and detail-oriented Banquet Office Coordinator to join our Banquets Team. The ideal candidate will have previous experience in administrative or event coordination, preferably in a banquet or hospitality setting. Key responsibilities include managing schedules, inventory, and Banquet Event Orders (BEOs), as well as maintaining office cleanliness and supplies. The successful candidate will also assist with guest communication, vendor coordination, and event preparation. Strong multitasking and communication skills are essential. The role requires flexibility for weekends, holidays, and on-call shifts. Key responsibilities include:

Responsibilities:
  • Entering payroll hours into Time Clock Manager in a timely and accurate manner, following up as needed with Artisans Assisting to update schedule and printing sign/out sheets on a daily basis.
  • Ensuring all phone calls to the Banquet Office are answered within 3 rings and messages are replied to in a timely manner.
  • Maintaining cleanliness of the office, workspaces, and desks, up to and including taking out garbage, recycling, wiping down desks, workspaces, and computers.
  • Maintaining cleanliness and organization of storage cabinets.
  • Ordering office supplies as needed.
  • Managing inventory and ordering of the following: Coke, GFS, all rental equipment required as per BEOs. Completing Purchase Orders (POs) accurately and managing the checkbook, ensuring all purchases are entered and updated when received.
  • Contacting staffing agencies as needed for additional staff.
  • Full BEO Management.
  • Responsible for daily administrative duties.
  • Coordinating the shipping, tracking, and receiving of client materials for meetings and events, communicating with shipping and receiving and/or front desk and all other applicable parties for clients' merchandise items left behind by guests.
  • Ensuring to print out for HOT site form and add to daily BEO board.
  • Maintaining cleanliness of the office, workspaces, and desks, up to and including taking out garbage, recycling, wiping down desks, workspaces, and computers.
  • Participating in all departmental meetings, applicable hotel meetings, and strategic planning meetings, prepared to share experiences and expertise that will contribute to the ongoing growth and improvement of the event operations department.
  • Practicing clear communication between front of house and back of house operational requirements. Communicating between guests, banquet associates, peers, and other departments within the hotel, maintaining a positive and productive collegial connection.
  • Supporting and assisting with overall event operations as assigned by the Banquet management team.
  • Be knowledgeable in Hotel Arts Health and Safety Procedures, Quality Assurance protocols, Emergency Plans, AGLC guidelines, and safe work practices inclusive to proper reporting of incidents and accidents, WCB reporting, and reporting structures.
  • Adaptable to flexible and on-call schedules as business needs dictate, including weekends, evenings, holidays, and overnight periods.
Requirements:
  • Previous administrative or event coordination experience, preferably in a banquet or hospitality setting.
  • Proficiency with office management software and tools (e.g., Microsoft Office, etc.). Familiarity with inventory management and Purchase Orders (POs) is a plus.
  • Strong verbal and written communication skills to interact with staff, clients, and vendors professionally.
  • Ability to manage multiple tasks, prioritize workload, and meet deadlines efficiently.
  • High level of accuracy in handling payroll, scheduling, and BEO management.
  • Collaborative approach, with the ability to work effectively with different departments and teams.

To learn more about Hotel Arts, please visit our website at: www.hotelarts.ca

Applicants who do not already have legal permission to work in Canada will not be considered.

Please be advised that only candidates selected for an interview will be contacted; and successful candidate will be subject to a background check.

Hotel Arts Group is an Equal Opportunity Employer.