Office Programs Coordinator

Socket.dev; Edmonton; On-site; CAD 42,000 - 56,000; Full time

Job summary

Explore Edmonton is seeking an Office Programs Coordinator to join the Edmonton Convention Centre team. You will support day-to-day operations and assist the Sales & Events team, acting as the first point of contact for employees, visitors, and clients at reception.

You will help prepare proposals, contracts, and event-related documents, manage office systems, and support financial processes while maintaining a safe, organized workplace on-site at the Edmonton Convention Centre.

Qualifications

• 1-2 years of experience in a fast-paced office environment.
• Post-secondary education in a related field is an asset.
• Strong proficiency with Microsoft Office 365, particularly Excel and database systems.
• Experience with venue management applications is considered an asset.
• Experience in hospitality, meeting planning, convention services, or a related industry is preferred.

Responsibilities

• Serve as the primary contact at the reception desk, providing a professional and welcoming experience for employees, visitors, and clients.
• Respond to in-person, telephone, and email inquiries and direct requests to the appropriate team members.
• Coordinate employee programs and process employee purchase transactions.
• Manage office supplies, equipment, and resources, including inventory and purchasing.
• Coordinate office maintenance requests and equipment service requirements.
• Prepare proposals, contracts, reports, and other documentation for the Sales & Events team.
• Prepare and distribute event reports, activity reports, and calendars for internal and external stakeholders.
• Assist with department meetings, client experience surveys, and special projects.
• Maintain accurate records within the venue management system and provide support for event bookings.
• Support invoicing, deposits, payments, receivables, and other event-related financial processes.

Skills

Customer service

Communication

Organization

Multitasking

Discretion

Education

Post-secondary education in a related field

Tools

Excel

Database systems

Venue management applications

Office 365

Job description

About Us

We are Edmonton’s Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton’s award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre. We help tell Edmonton’s story, elevate the Edmonton experience, and drive inbound visitation and economic impact in the visitor economy.

Working together in a one-team approach aligned by our core values, Explore Edmonton’s business units’ market and sell Edmonton as a year-round destination to visit, work, and play in while also developing products and experiences that have a uniquely Edmonton flavour. And by incorporating the management of the city’s two award-winning venues into Explore Edmonton, we are uniquely positioned to attract major events, meetings, and conventions to our city, generating greater economic impact. While Explore Edmonton’s mandate is focused on generating inbound visitation, what we do and how we do it also enhances and amplifies the quality of life for Edmontonians. The people who live here are our greatest ambassadors, so making it easier for them to love our city makes it easier for us to sell it.

About The Edmonton Convention Centre

Recognized as one of North America’s top five performing venues, the Edmonton Convention Centre is an iconic downtown meeting location that attracts and plays host to major events, meetings, concerts, galas, and conferences to our city. We elevate Edmonton as a conference and convention destination through our culinary excellence and by delivering outstanding guest experiences, while upholding the health and safety of our guests and employees. Built into the foundation of the Edmonton river valley, our venue is a community asset and a reflection of Edmonton, generating great economic impact and social benefits through a sustainable approach. Home to Canada’s largest building integrated photovoltaic (BIPV) system, our iconic multi-leveled atrium sloping down the river valley is now a landmark of sustainability. The Edmonton Convention Centre is a business segment of Explore Edmonton; Edmonton’s Destination Management, Marketing and Venue Management Organization.

About the Position

Join a dynamic and fast-paced team as an Office Programs Coordinator at Explore Edmonton. Reporting to the Senior Sales Manager, you will play a key role in supporting the day-to-day operations of the Edmonton Convention Centre and the Sales & Event Services team.

As the primary contact at the reception desk, you'll help create a welcoming and professional experience for employees, visitors, and clients while ensuring the office has the resources, supplies, equipment, and administrative support needed to operate effectively.

In this role, you'll provide administrative support to the Sales & Events team through the preparation of proposals, contracts, reports, and event-related documentation. You'll also support office operations, maintain business systems and records, assist with financial processes, and contribute to a safe, organized, and positive workplace environment.

This position is fully on-site at the Edmonton Convention Centre.

What You'll Do:

• Serve as the primary contact at the reception desk, providing a professional and welcoming experience for employees, visitors, and clients.
• Respond to in-person, telephone, and email inquiries and direct requests to the appropriate team members.
• Coordinate employee programs and process employee purchase transactions.
• Manage office supplies, equipment, and resources, including inventory and purchasing.
• Coordinate office maintenance requests and equipment service requirements.
• Prepare proposals, contracts, reports, and other documentation for the Sales & Events team.
• Prepare and distribute event reports, activity reports, and calendars for internal and external stakeholders.
• Assist with department meetings, client experience surveys, and special projects.
• Maintain accurate records within the venue management system and provide support for event bookings.
• Support invoicing, deposits, payments, receivables, and other event-related financial processes.
• Maintain office files, resources, and administrative information.
• Promote a safe, clean, organized, and professional workplace environment.
• Support office wellness, emergency preparedness, and workplace safety initiatives.

What You'll Bring:

• 1-2 years of experience working in a fast-paced office environment.
• Post-secondary education in a related field is considered an asset.
• Strong proficiency with Microsoft Office 365, particularly Excel and database systems.
• Experience with venue management applications is considered an asset.
• Experience in hospitality, meeting planning, convention services, or a related industry is preferred.
• Bookkeeping experience and a basic understanding of accounting principles are considered assets.
• Excellent organizational skills with strong attention to detail and accuracy.
• Strong communication, interpersonal, and customer service skills.
• Professionalism, discretion, and the ability to maintain confidentiality.
• Ability to manage multiple priorities and work effectively both independently and as part of a team.
• Commitment to delivering excellent service and creating positive experiences for clients, guests, and colleagues.

Explore Edmonton encourages, supports, and celebrates a diverse and inclusive work environment. We strive to create a workplace that reflects the city we promote and where our employees feel safe and supported every day.