Administrative and Customer Service Coordinator

Posting Date Aug. 18, 2025

Company/Firm Ontario Bar Association

Area of Law N/A

Location Toronto

Experience 2-3 years

**Description**:
**Summary of Role**:
The Administrative and Customer Service Coordinator is responsible for supporting both the administrative and client-facing aspects of our facility as well as member facing support for our association. Working closely with the Senior Manager of the Conference Centre, this individual plays a key role in planning and executing client events and handling inquiries. In addition, this role will work alongside our marketing, operations and PD team to support various aspects of their member facing services and support.

**Location/Hours**:
This position requires the individual to work on-site for 35 hours per week at our venue (20 Toronto Street, Toronto, Ontario). The schedule may vary, with some evening and weekend hours required to support client events. The standard work hours for this role are Monday to Friday, 8:00 am to 4:00 pm.

**Reporting and Alignment**:
The Administrative and Customer Service Coordinator reports to the Associate Director of Marketing, the Senior Director of Operations and Innovation, and the Senior Manager of the Conference Centre.

**General Responsibilities**:
**Administrative Responsibilities**:

- Responding to initial client inquiries received through various sources, such as our online form, third-party sites (e.g., Tourism Toronto and Event Source), and past client referrals, and qualifying those leads for Senior Manager to finalize quotes and engage with potential clients.
- Managing and tracking food and beverage confirmations, as well as dietary requirements.
- Distributing Banquet Event Orders (BEOs) internally each week.
- client AV needs coordination
- Client webcast booking and coordination of external services.
- Monitoring use of internal stock items (e.g., beverages, alcohol, snacks) for the finance department, shifting from monthly reconciliation to daily/weekly tracking.
- Attending weekly team meetings, updating the room management system during meetings, and following up on assigned tasks.

**Conference Centre Client Support**:

- Serving as the first point of contact at the main reception desk for clients entering the conference centre and directing them to their meeting or event space as needed.
- Coordinating client and guest requests for assistance with internal teams during events.
- Providing event support and services as required.

**Marketing and Business Development**:

- Drafting and sending responses to inquiries from potential clients through various intake and lead generation platforms.
- Updating marketing websites with current information, photos, and other relevant content.
- Monitoring and updating social media and website content for the facility.
- Assisting with marketing efforts related to the OBA Conference Centre and Just Offices.

**Webcast Support**:

- Serving as a member of the webcast support team, providing technical assistance to our virtual participants.

**Just Offices**:

- Coordinating all aspects of OBA Just Offices bookings and acting as a point of contact when clients are onsite.

**Reservations**:

- Provide assistance with uploading of new programs, events and registration calls in the absence of the Reservationist.

**Section Membership Renewal Administration**:

- Administrative of group billing for Section rosters
- Manage one off section member sales

**Qualification**:

- 2-3 years of experience in a hospitality setting, ideally in an administrative capacity.
- Excellent organizational skills with the ability to multitask.
- Strong oral and written communication skills.
- Comfortable communicating with professionals at all levels.
- Able and eager to work both independently and as part of a team.

**Preferred Qualifications**:

- Diploma or certificate in hospitality or a related field.
- Experience in a not-for-profit environment and in working with volunteers is an asset.
- Training in Accessibility and AODA is an asset.
- Experience with Accruent EMS Workplace Management Software
- Bilingualism in English and French would be an asset.

**Position/Salary Range**:
This is an existing position that offers a salary range of $40,000 to $48,000.

**How to Apply**:
**Tracy Dallas