Administrative and Customer Service Coordinator

Ontario Bar Association; Toronto; On-site; CAD 40,000 - 48,000; Full time

Job summary

Ontario Bar Association is seeking an Administrative and Customer Service Coordinator to support both administrative and client-facing activities at our venue in Toronto. The role works with marketing, operations and PD teams to manage events, inquiries, and member services.

This on-site position requires 35 hours weekly, with some evenings and weekends for events. The candidate will join a collaborative team handling reservations, renewal administration and on-site support for conferences.

Qualifications

• 2–3 years of experience in a hospitality setting, ideally in an administrative capacity.
• Excellent organizational skills with the ability to multitask.
• Strong oral and written communication skills.
• Comfortable communicating with professionals at all levels.
• Strong computer skills, including proficiency with Microsoft Word and Excel, and familiarity with the CRM database and web-based applications.
• Able and eager to work both independently and as part of a team.

Responsibilities

• Responding to initial client inquiries received through various sources, qualifying leads for Senior Manager to finalize quotes.
• Managing and tracking food and beverage confirmations and dietary requirements.
• Distributing Banquet Event Orders (BEOs) internally each week.
• Client AV needs coordination.
• Client webcast booking and coordination of external services.
• Monitoring internal stock items for the finance department.
• Attending weekly team meetings and updating the room management system.
• Serving as the first point of contact at the main reception desk for clients.
• Coordinating client and guest requests for assistance with internal teams during events.
• Providing event support and services as required.
• Drafting and sending responses to inquiries from potential clients.
• Serving as a member of the webcast support team.
• Coordinating all aspects of Just Offices bookings and onsite contact.
• Providing assistance with uploading of new programs, events and registration calls.
• Email sorting and management for all corporate OBA inboxes.
• Manage one off section member sales.

Skills

Hospitality experience

Administrative capacity

Microsoft Word

Excel

CRM familiarity

Team player

Education

Diploma or certificate in hospitality

Tools

CRM

Web-based applications

Job description

Ontario Bar Association

Administrative and Customer Service Coordinator

Summary of Role

The Administrative and Customer Service Coordinator is responsible for supporting both the administrative and client-facing aspects of our facility as well as member facing support for our association. Working closely with the Senior Manager of the Conference Centre, this individual plays a key role in planning and executing client events and handling inquiries. In addition, this role will work alongside our marketing, operations and PD team to support various aspects of their member facing services and support.

Location/Hours

This position requires the individual to work on-site for 35 hours per week at our venue (20 Toronto Street, Toronto, Ontario). The schedule may vary, with some evening and weekend hours required to support client events.Every two weeks a schedule will be provided.

Reporting and Alignment

The Administrative and Customer Service Coordinator reports to the Associate Director of Marketing, the Senior Director of Operations and Innovation, and the Senior Manager of the Conference Centre.

General Responsibilities

Administrative Responsibilities

• Responding to initial client inquiries received through various sources, such as our online form, third-party sites (e.g., Tourism Toronto and Event Source), and past client referrals, and qualifying those leads for Senior Manager to finalize quotes and engage with potential clients.
• Managing and tracking food and beverage confirmations, as well as dietary requirements.
• Distributing Banquet Event Orders (BEOs) internally each week.
• client AV needs coordination
• Client webcast booking and coordination of external services.
• Monitoring use of internal stock items (e.g., beverages, alcohol, snacks) for the finance department, shifting from monthly reconciliation to daily/weekly tracking.
• Attending weekly team meetings, updating the room management system during meetings, and following up on assigned tasks.

Conference Centre Client Support

• Serving as the first point of contact at the main reception desk for clients entering the Conference Centre and directing them to their meeting or event space as needed.
• Coordinating client and guest requests for assistance with internal teams during events.
• Providing event support and services as required.

Marketing and Business Development – Conference Centre

• Drafting and sending responses to inquiries from potential clients through various intake and lead generation platforms.

Webcast Support

• Serving as a member of the webcast support team, providing technical assistance to our virtual participants.

Just Offices

• Coordinating all aspects of OBA Just Offices bookings and acting as a point of contact when clients are onsite.

Reservations

• Provide assistance with uploading of new programs, events and registration calls in the absence of the Reservationist.
• Email sorting and management all corporate OBA inboxes

Section Membership Renewal Administration

• Manage one off section member sales

QUALIFICATIONS

• 2–3 years of experience in a hospitality setting, ideally in an administrative capacity.
• Excellent organizational skills with the ability to multitask.
• Strong oral and written communication skills.
• Comfortable communicating with professionals at all levels.
• Strong computer skills, including proficiency with Microsoft Word and Excel, and familiarity with the CRM database and web-based applications.
• Able and eager to work both independently and as part of a team.

Preferred Qualifications

• Diploma or certificate in hospitality or a related field.
• Experience in a not-for-profit environment and in working with volunteers is an asset.
• Training in Accessibility and AODA is an asset.
• Experience with EMS Workplace Management Software
• Bilingualism in English and French would be an asset.

Position/Salary Range

This is an existing position that offers a salary range of $40,000 to $48,000.