Corporate Office Coordinator

As the first point of contact at Pearle Hospitality's Head Office, this role ensures all team members, guests, visitors and/or vendors are welcomed to a well maintained, tidy and organized space. The individual in this role keeps a pulse on what is happening each day and effectively fields a variety of inquiries via telephone, email, and in person, redirecting as necessary to the appropriate party. They demonstrate a high degree of professionalism, initiative, independence, and excellent communication and technological skills. The ideal candidate is well organized, self-motivated, and able to efficiently manage and coordinate multiple schedules and projects with focus, attention to detail and accuracy.

KEY RESPONSIBILITIES

Head Office Support

• Answers all incoming telephone & email inquires and respond as required efficiently & professionally.
• Welcomes all on-site visitors with a genuine & hospitable welcome, assisting whenever possible, showcasing a strong attention to detail and pride of ownership, always representing the Pearle Hospitality brand.
• Acts as liaison for head office; regularly providing clear communication to building management, tradespeople, cleaning staff, etc.
• Maintains an appropriate inventory of office essentials, ordering through various sources when required.
• Maintains a clean and well-organized head office space, ensuring everything is stored appropriately to maximize available storage.
• Procures a variety of food service for head office team when required.
• Administration and tracking of all ACGO applications, and property liquor license renewals.
• Efficiently processes all incoming donation requests and track status of each (approved, amount, etc.).
• Active member of Head Office Social Committee to support key engagement activities. Helps to organize the celebration of holidays and special events in the office
• Manages a list of Security System codes, providing new team members with access codes and keys for the building.
• Active participant of the Joint Health & Safety Committee, including being a First Aid & CPR trained team member.
• Manages the ordering & distribution of Pearle Hospitality wear, as well as uniform ordering support across various properties as required.
• Supports the completion of various Leadership Team members monthly expense reports.
• Executes the preparation of reports by collecting, analyzing, and summarizing information for special projects.

People & Culture Support

• Creates and distributes Employee ID Cards for all Pearle properties.
• Assists the People & Culture team with various projects which may require research, due diligence data gathering, analysis, and preparation of presentations/manuals.

ACCOUNTING/FINANCE SUPPORT

• Programming of all Promo gift cards (weddings/donations/service recovery/etc.)
• Customer relations and troubleshooting for all Promo and e-gift cards.
• Assists with invoice tracking & trouble shooting when required to resolve payment issues & delays.

IT SUPPORT

• Maintains & administers the head office phone system and extension directory.
• Supports the setup of new Users Accounts.
• Administers and manages the hardware ordering process, including shipping and receiving of IT equipment, and coordinates the inventory of IT assets.
• Effectively manages the administration of all PO’s and Invoice Tracking. Coordinates vendor invoices and work closely with finance department to ensure they are paid accurately and on time.
• Assists the IT department with monthly expense reporting.
• Maintains a record and submissions of invoices to reconcile IT credit card monthly statement.
• Maintains IT department Vacation Calendar.
• Creates instructions for program installation sequences in collaboration with IT team members.

LEGAL SUPPORT

• Works with in-house legal team to support the tracking & administration of key legal documents.

OVERALL

• Maintains positive relationships and works collaboratively with all properties.
• Effectively manages time and prioritizes tasks to ensure organizational efficiency.
• Exhibits a positive optimism and upbeat personality toward fellow team members, vendors, professionals, business partners and guests.
• Willingly accepts additional tasks outside of job description, cooperates happily to accomplish organization goals, and adapts schedule when necessary to complete projects.
• Acts with integrity and honesty, takes responsibility for decisions and actions.
• Keeps strict confidentiality of all business dealings and personal information.

Job Type: Full-time

Salary: $50,000.00-$55,000.00 per year

Benefits:

• Company events
• Dental care
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Store discount
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Office management: 2 years (preferred)

Ability to Commute:

• Ancaster, ON L9G 4V5 (preferred)

Work Location: In person