Event Operations Administrator

2 days ago

Calgary, Canada OneWest Events Full time

Calgary Event Company looking for an experienced Office Administrator. This will be a full time hourly position with a mostly regular schedule but expectation of some evening work, when necessary to keep up with the continuous changes.

**Reports to Operations Manager, Assistant Operations Managers**

**Specific Job Duties to this Role**

Day to Day Administrative Support
- Live updates to the daily OPS to-do list
- Live updates to the OPS schedule to show event changes and sick calls
- Proactive management of cross rental pick ups and returns.
- Proactive tracking of any incoming orders.
- Tracking and communicating of Post Event Reports

Internal Communication
- Communicates all event changes to the Warehouse manager
- Coordinates pre-event meetings between OPS Team leads and Project Managers.
- Record and distribute meeting minutes for weekly and quarterly OPS meetings.

Payroll/Schedule Support
- Review, verify and approve all payroll hours.
- Add employees to the scheduling system and ensure proper set up.
- Assist with creating a weekly OPS schedule.

General Administrative Support
- Assisting with creating, maintaining and reviewing Standard Operating Procedures.
- Schedule and track vehicle maintenance appointments.
- Monitor and maintain records of client assets.
- Book Accommodations and request Per Diems for out of town work
- Book temporary staff and additional rental vehicles, when required.
- Assist Warehouse Manager with inventory entry.

Health&Safety
- Monitor compliance with company policies and industry regulations.
- Manage data entry.
- Assist H&S manager with additional administrative duties, if required.

Other
- Completing tasks by urgency and importance.
- 100% follow through on all assigned & self-assigned tasks
- Professional attitude and understands that the work day is done only when the work is complete
- Participates in Weekly Operations Meeting
- Actively participates in the Health & Safety program.

**Qualifications**
- Proficient in Microsoft Office and Google Suite
- Strong computer skills with data entry experience
- Excellent customer service and phone etiquette
- Clerical experience, including filing and front desk duties
- Administrative experience with a focus on organization and attention to detail
- Experience in hospitality or event settings is advantageous

**Expected Hours and Salary**
- 35+ week
- Schedule: Monday to Friday with potential of additional non traditional hours, when required
- Wage: $24/hr

**Job Types**: Full-time, Permanent

Pay: $23.00-$24.00 per hour

Additional pay:

- Overtime pay

**Benefits**:

- Dental care
- Life insurance
- On-site gym
- On-site parking
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday
- Morning shift
- Overtime
- Weekends as needed

Ability to commute/relocate:

- Calgary, AB T2C 1H7: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 2 years (required)

Work Location: In person

Expected start date: 2025-05-12

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