Systems and Process Administrator (Operations Officer) Full Time

Position Title: Systems and Process Administrator (Operations Officer)
Employer: Eatertainment Catering Group Inc. o/a Eatertainment
Employer Address: 29 Booth Avenue, Suite 100, Toronto, Ontario M4M 2M3
Work Location: Toronto, Ontario
Language of Work: English
Vacancies: 1

Terms of the Position:
– Terms: Full time, permanent position
– Hours: 35-40 hours/week
– Wage: $26.92/hour
– Benefits:
o Group insurance benefit plan, including health plan
o Discretionary (non-guaranteed) bonus depending on performance after one year

Position Overview:

We are seeking a highly skilled and detail-oriented Systems and Process Administrator for our event and luxury catering business. This position will be responsible for managing the specialized systems and operations we have in place for our event/catering companies including managing our data, food/liquor/labour, planning and tracking systems. In addition, the role will be responsible for the training of our other staff these systems/processes. The ideal candidate has a strong background in catering and event software programs and in-depth understanding of the catering and events business with a focus on planning for offsite events.

Skills and Experience Requirements:
– Education:
o Diploma or degree in hospitality, events, food and beverage, or a related field.
– Minimum Experience and Knowledge Requirements:
o Possess at least six months or more of similar administrative/operations experience in the events/catering industry, including experience managing administration/logistics for a high-volume (500+ events per year) events and catering company
o Demonstrate proven experience with logistics management in the catering and events industry
o Demonstrate a strong understanding of food/beverage and rentals for catered events
o Possess experience supervising and training others to meet strict timelines
o Demonstrate strong understanding of and experience with CRM software such as PipeDrive
o Show proficiency in CEM and Asana
o Be proficient in Microsoft Office Suite and Filemaker
– Personal Attributes:
o Possess excellent analytical and problem-solving skills
o Be detailed oriented with a high level of accuracy
o Demonstrate strong communication (written and oral) and interpersonal skills
o Have the ability to manage multiple priorities and meet tight deadlines

Job Duties:
• Carry out administrative activities of establishment, oversee and coordinate administrative procedures, and implement, review, evaluate and adjust new administrative procedures as needed
o Maintain a centralized database or CRM system to organize and manage lead information.
o Oversee and manage inventory control administrative processes, including managing outgoing inventory items (checklists, food products, support elements, infrastructure) and review of returning items (rentals being returned, cleaned, stored etc.).
• Plan, organize and oversee overall operational logistics and administration of the organization, including establishing and maintaining information filing/records systems and coordinating and planning for company services by assisting with event planning administrative activities such as but not limited to arranging for labour, drivers, food, beverages or other services/products for events while ensuring accurate record keeping
o Coordinate with other departments to ensure inventory availability for upcoming events.
o Work with kitchen team in management of outgoing food, non-alcoholic and support element inventories for events.
o Work with event team in management of rental lists, coordinating delivery of rentals to events.
o Coordinate, schedule and book staffing for events based on client needs, event size, and complexity.
o Coordinate booking of client tastings and menu presentations for clients to showcase offerings and gather feedback.
o Plan and schedule driver shifts based on delivery requirements, event schedules, and driver availability.
o Manage special requirements for each delivery, such as venue access, parking availability, and delivery instructions.
o Arrange for upkeep of delivery vehicles and ensure they are properly maintained and serviced.
o Capture and record all incoming leads and inquiries from prospective clients, whether via phone, email, website, or in-person and qualify leads based on criteria such as budget, event date, location, and specific requirements.
• Train and delegate work to staff and contractors and establish work priorities to ensure procedures are followed and deadlines are met
o Design and develop training materials tailored to the specific needs of each team, including sales, operations, and kitchen.
o Train staff on operational administrative policies, procedures and processes when needed.
o Develop and implement comprehensive onboarding programs for new hires to ensure smooth transition into their roles.
o Communicate schedules to drivers and ensure they are aware of their assignments and responsibilities.
• Assemble data and prepare periodic and special reports, manuals and correspondence
o Supervise all outgoing checklists, liaise with departments (kitchen, event managers, etc) to coordinate and adjust checklists as needed.
o Generate reports and dashboards to analyze lead performance metrics, such as conversion rates, response times, and win-loss ratios.
o Review records of liquor sales, inventory transactions, and beverage consumption with Director of Operations.
o Generate reports and dashboards to analyze lead performance metrics, such as conversion rates, response times, and win-loss ratios.
• Set up and maintain inventory control systems and assist with inventory operations
o Monitor, maintain and record inventory levels of food, beverages, equipment, and supplies.
o Conduct regular inventory audits to reconcile physical stock with digital records.
o Count and record liquor inventory, including ordering, receiving, stocking, and organizing alcoholic beverages with Director of Operations.

To Apply:
• By email: careers@eatertainment.com