Administrative Assistant Event Coordinator

What’s the best part of working in hospitality? Seeing the awesome difference, you make for people. Whether they’re looking for the perfect getaway spot, or trying to find an amazing venue, smiles and good times are the best reward.
At the Fraser River Lodge, we’re dedicated to doing just that. We take pride in making every experience special. Weddings, fishing trips, and corporate events are just the beginning; we offer the whole package, everything from dining to activities and accommodations.
Now we’re looking to add a new member to our team: someone who wants to grow their career, learn more about our industry, and make a difference for everyone who comes in the door.
That’s where you come in
As our new Office Administrator/Assistant Event Coordinator you will be in the center of the office. Bringing positivity and precision to all interactions.
A big part of this role involves reception: fielding inquiries by phone, email, and in person.
When you’re not interacting with customers, you’ll be engaged in a range of administrative functions: processing invoices, updating calendars, itineraries and spreadsheets. When managers are looking for photocopies or communications help, you’ll be flexible, and help out where it’s needed most.
Besides a passion for customer service, we’re looking for someone who excels in:
Organization – whether you’re updating calendars in Excel after you get off the phone, or planning events months in advance, you’ve got proven organizational strategies that keep you ahead.
Attention to detail
Flexibility – Whether it is a change in schedules, or shift in business needs; you are able to adapt
Resourcefulness – you’re a natural problem solver, and know how to work your way through unfamiliar situations.
Multitasking – you’re at your best, even when you’re doing six things at once. You don’t get distracted easily, and know how to prioritize your day and push past interruptions.

Working with Fraser River Lodge:
This is a full-time, permanent position, with flexibility being key. You’ll start off at $20-$22 an hour, and you’ll receive benefits after 90 days of employment.
The best part of working with us is your coworkers. With just 40 staff, this is a small business where you’ll have a big impact. You’ll feel that sense of connection and positivity form your very first day.
We want everyone to be welcome and feel connected to the company which is why we have daily staff lunches.

Responsibilities
Office:
Provide general administrative support to the office, including managing phone calls, emails, and correspondence, scheduling meetings, arranging travel, and maintaining office supplies.
Oversee the day-to-day operations of the office, ensuring a smooth functioning, clean and organized work environment.
Maintain and update various office records, databases, and filing systems. This may involve organizing documents, creating and managing spreadsheets, and ensuring confidentiality and data security.
Handle incoming and outgoing communications, including drafting and editing documents, memos, and reports. You may also assist in preparing presentations, proofreading materials, and distributing information within the office
Follow office policies and procedures, ensuring compliance and maintaining confidentiality. You may also be responsible for updating and communicating policies as necessary.

Events:
Assist Event Manager in selling the Fraser River Lodge as a top retreat destination to prospective clients. Be available for tours, drop ins, phone meetings when needed.
Create accurate quotes, prepare contracts, process and track payments for clients
Effectively anticipate the needs of and respond promptly to clients and vendors and guests. Communicate any concerns to the Event Manager.
Accuracy in the collection, recording and analysis of client details. Provide advice/suggestions to clients. Document verbal conversation main points and file.
Ensure all departments are aware of changes to events/reservations
Maintain office procedures and system. Make suggestions to improve efficiently
Help set up and manage event spaces. Assist in coordinating arrival and assisting guests in any needs they may have.
Post event tasks such as finalizing invoicing, compiling event data, analyzing attendee feedback and preparing event summaries and reports.
Requirements
2 years min in an administrative role (emailing, invoicing, multitasking)
Experience with Microsoft applications (excel, pp, outlook, word)
Typing Speed WPM 60+
Data entry
Customer service skills
High school diploma or equivalent
Valid license and reliable vehicle (no bus route)
Ability to pass a criminal record check

Assets:
Experience in hospitality industry
Experience with hotel front desk