Administrative & Event Coordinator Jobs

Head Office Ottawa is a funky, bright & unique open concept collaborative/shared office that dubs as an event space. We are home to several local community businesses and wear many hats. Tenants occupy our 10 x private offices, we’ve got two different membership options welcoming members to work within the shared space, 3 different boardrooms and meeting rooms available for rent both internally and to the public, a Bistro serving up daily specials, and a fun space to host your events- we’ve got something for everyone!

Administrative Receptionist Roles

• Answer phone, check voicemails & emails responding to general inquiries
• Perform tours of the space for potential members
• Greet guests & direct people throughout the building
• Book day passes & organize boardroom bookings
• Turn music on daily, monitor sound levels
• General upkeep of office: furniture back in place, empty communal kitchen dishwasher
• Post to social media platforms(Facebook, Instagram, LinkedIn)
• Coordinate catering for boardroom meetings
• Order office supplies: printer paper, toner, paper towel, fill candy jar, etc.
• Memberships:add new members to Nexudus (office platform) and send welcome emails
• A friendly face at the front
• Send mail chimp & website content to in-house marketer
• Mail:sort member mail into slots & deliver tenants' mail to offices, receive & sign for packages

Event Coordinator responsibilities

• Create event contracts
• Maintain event files
• Manage venue platforms (Eventective, Liquid Space, Fat Llama, Unique Venues, etc.) and update listings as required and respond to any event inquiries.
• Create event floor plans
• Ongoing communication with clients
• * additional pay above and beyond salary for hours worked *
• Update event calendar, keeping track of all details
• Order beer/liquor & coordinate glassware rentals
• Budget tracking creating invoices in QBO, processing payments, etc.
• Perform site visits, walking clients through the space mapping out possibilities
• On-site to work events
• Coordinate details with suppliers as needed (i.e. audiovisual, decor, caterers, glassware rentals, etc.)
• Respond to event inquiries
• Liaise with Sarah on larger events
• Hire bartenders & event staff as needed
• Print on-site signage as needed
• Coordinating logistics for all events

Plan your own events!

As the Event Coordinator, you are encouraged to brainstorm and plan your own events for Head Office to host

Some suggestions include, paint nights, trivia nights, yoga nights, dog/local fundraising events, themed events, culinary events such as wine and cheese pairings, etc.

• Coordinate all details leading up to the event and work them
• Promote them and sell tickets - internally or to the public, through signage, social media, website, posters in local businesses, etc.

We are looking for someone who is:

• Computer & tech-savvy
• Talkative and interested in others
• Detail-oriented and observant
• A self-starter, entrepreneurial in nature
• Must love dogs
• Business-oriented
• Eager to learn
• Outgoing and fun

Proficient in:

• Organizing
• Networking
• Gsuite
• Social media & canvas (basic graphic design)
• Planning events an asset