Office Coordinator

_As a team member of Pearle Hospitality, you are a part of the Pearle Hospitality family._

Pearle Hospitality’s mission and focus is to enrich each moment through genuine and thoughtful actions. Each of Pearle Hospitality’s dining establishments, event venues, hotel and spas, and affiliated businesses are focused on providing guests and customers a setting in which to appreciate and enjoy the good things in life with good people.

Our guests and customers have a trust in the experience they are about to enjoy. They trust that any event hosted at one of our properties, stays in our hotels or experiences at our spas will be a memorable experience for all involved. This idea has been reinforced through years of dedication to providing those people with soulful and delicious food, impeccably maintained historical buildings and bright, hardworking, and enthusiastic team members.

With a focus on local and in-season ingredients, the food prepared is rooted in family recipes passed down over generations, artisan products and a deep-rooted respect for culinary traditions are the base of our food philosophy and dedication to creating delicious food.

JOB PURPOSE

KEY ACCOUNTABILITIES

**HEAD OFFICE SUPPORT**
- Provides all on-site visitors with a genuine & hospitable welcome, assisting whenever possible, showcasing a strong attention to detail and pride of ownership, always representing the Pearle Hospitality brand.
- Acts as liaison for head office; regularly providing clear communication to building management, tradespeople, cleaning staff, etc.
- Maintains an appropriate inventory of office essentials, ordering through various sources when required.
- Maintains a clean and well-organized head office space, ensuring everything is stored appropriately to maximize available storage.
- Procures a variety of food service for head office team when required.
- Efficiently processes all incoming donation requests and track status of each (approved, amount, etc.).
- Active member of Head Office Social Committee to support key engagement activities. Helps to organize the celebration of holidays and special events in the office.
- Manages a list of Security System codes, providing new team members with access codes and keys for the building.
- Active participant of the Joint Health & Safety Committee, including First Aid & CPR trained team member.
- Manages the ordering & distribution of Pearle Hospitality wear, as well as uniform ordering support across various properties as required.
- Supports the completion of various Leadership Team members monthly expense reports.
- Executes the preparation of reports by collecting, analyzing, and summarizing information for special projects.

**PEOPLE & CULTURE SUPPORT**
- Creates and distributes Employee ID Cards for all Pearle properties.
- Assists the People & Culture team with various projects which may require research, due diligence data gathering, analysis, and preparation of presentations/manuals.

**ACCOUNTING/FINANCE SUPPORT**
- Programming of all Promo gift cards (weddings/donations/service recovery/etc.)
- Customer relations and troubleshooting for all Promo and e-gift cards.
- Assists with invoice tracking & troubleshooting when required to resolve payment issues & delays.

**IT SUPPORT**
- Maintains & administers the head office phone system and extension directory.
- Supports the setup of new User Accounts.
- Administers and manages the hardware ordering process, including shipping and receiving of IT equipment, and coordinates the inventory of IT assets.
- Effectively manages the administration of all PO’s and Invoice Tracking. Coordinates vendor invoices and work closely with finance department to ensure they are paid accurately and on time.
- Assists the IT department with monthly expense reporting.
- Maintains a record and submissions of invoices to reconcile IT credit card monthly statement.
- Maintains IT department Vacation Calendar.
- Creates instructions for program installation sequences in collaboration with IT team members.

**OTHER**
- Maintains positive relationships and works collaboratively with all properties.
- Effectively manages time and prioritizes tasks to ensure organizational efficiency.
- Exhibits a positive optimism and upbeat personality toward fellow team members, vendors, professionals, business partners and guests.
- Willingly accepts additional tasks outside of job description, cooperates happily to accomplish organization goals, and adapts schedule when necessary to complete projects.
- Acts with integrity and honesty, takes responsibility for decisions and actions.
- Keeps strict confidentiality of all business dealings and personal information.

**What We Would Like You To Bring To The Role**:

- High school diploma or equivalent.
- Post-Secondary Degree/Diploma in Business Administration, Accounting, Hospitality or equivalent experience is preferable.
- Previous experience working in hospitality operations preferred.
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