Guest Services

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

About the role:
The Guest Services & Purchasing Coordinator creates a welcoming experience for employees, clients and guest at Sun Life’s Global Headquarters in Toronto, on our signature client and conference centre floor. The coordinator welcomes and manages security access for employees and visitors, as well as answers questions and fulfils special requests. The coordinator ensures the space is in excellent condition and ready for guest arrivals.

The coordinator provides administrative and logístical support to the broader Broadcast and Events Services team. The coordinator takes a hands-on role administrating departments invoice, POs and payments, as well as supporting communications, service and booking requests.

As a resource for business partners across Sun Life, Broadcast and Event Services provides event management, production, broadcast, AV and multimedia services for a robust portfolio of corporate experiences. Reporting to the Manager, Strategy and Operations, the coordinator is a key member of the Toronto experience team.

What will you do?
- Onsite daily at Toronto York, visibly present and attentive at the reception desk and easily accessible. Provides personal greetings and directional assistance for those attending meetings and events. From time to time, the coordinator may provide occasional support at our Toronto Atria location.
- Welcomes visitors and ensuring a smooth experience for all employees and guests, issuing access passes and providing directional support. Has knowledge of all events happening on the floor and other company activities. Is aware of any ‘high profile’ guests or the presence of board members and executive team meetings.
- Creates trusted relationships with Business Partners and is recognized as a representative of the team.
- Supports the operations team with room booking inquiries. Able to book last minute requests, making room recommendations and support hospitality service requests.
- Responsible for general appearance of the floor, keeping a standard that reflects Sun Life client experience. Makes regular rounds of the floor to ensure rooms are kept tidy and free of debris. Takes initiative to contact facilities, catering etc. to maintain a clean space.
- Administration of department expenses including purchase orders, approvals, chargebacks, reconciliations ensuring any financial processing is completed. Upkeep of site inventory and supplies.
- Health and Safety representative, Fire Warden and able to provide onsite First Aid.
- Adheres to company policies and industry best practices for the event planning processes, pre-, during and post-events.
- Shows commitment to continuous improvement with the aim of making processes as efficient as possible, while delivering quality results.

What you need to succeed?
- You have a passion for events and hospitality services.
- You have 2+ years of experience in a hospitality environment
- You have great attention to detail and enjoy creating and maintaining administrative and operational systems with an exceptional degree of accuracy.
- You regularly show initiative and drive, as a self-starter you’re confident in your ability to get the job done.
- You have an excellent track record in fast paced, deadline driven, high-volume and live production environments.
- You have strong administrative abilities including familiarity with Excel and expertise in the MS Office Suite, and the ability to adapt to learn a wide range of databases/CRM systems and payment management systems.
- You have expense coordination experience, tracking expenses and invoices.
- You build strong business relationships with stakeholders, vendors, staff, and team members; you’ve got a strong ability to negotiate and resolve issues smoothly and effectively.

**Preferred skills**:

- Bilingualism in English and French is an asset
- Involvement in industry-related associations is an asset

At Sun Life we strive to create a flexible work environment where our employees are empowered to do their best work. Several flexible work options are available and can be discussed throughout the selection process depending on the role requirements and individual needs.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

**Salary Range**:
44,000/44 000 - 71,700/71 700

**Job Category**:
Office Administrat