Operations Associate

Cvent, Inc.; Fredericton; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading technology provider in Fredericton, New Brunswick is seeking an Operations Associate to ensure the office runs smoothly and supports an outstanding employee and visitor experience. Responsibilities include front desk coverage, managing mail and supplies, and coordinating office events. The ideal candidate is organized, service-oriented, and able to multitask effectively in a fast-paced environment. Join a team at the forefront of integrating human expertise with technology.

Qualifications

• Experience in office coordination, facilities, or front desk roles in a fast-paced environment.
• Ability to lift up to 50 pounds.
• Excellent interpersonal and customer service skills.

Responsibilities

• Serve as the primary point of contact at the office.
• Manage mail, shipping, and receiving processes.
• Coordinate new employee badge creation and access.

Skills

Organizational skills

Interpersonal skills

Customer service

Problem-solving

Tools

Office software

Visitor management systems

Job description

Overview

Our Culture and Impact

Cvent is a leading meetings, events, and hospitality technology provider with more than 5,000+ employees and 24,000+ customers worldwide, including 60% of the Fortune 500. Founded in 1999, Cvent delivers a comprehensive event marketing and management platform for marketers and event professionals and offers software solutions to hotels, special event venues and destinations to help them grow their group/MICE and corporate travel business. Our technology brings millions of people together at events around the world. In short, we’re transforming the meetings and events industry through innovative technology that powers the human connection.

Cvent\'s strength lies in its people, fostering a culture where everyone is encouraged to think like entrepreneurs, taking risks and making decisions confidently. We value diverse perspectives and celebrate differences, working together with colleagues and clients to build strong connections.

AI at Cvent: Leading the Future

Are you ready to shape the future of work at the intersection of human expertise and AI innovation? At Cvent, we’re committed to continuous learning and adaptation—AI isn’t just a tool for us, it’s part of our DNA. We’re looking for candidates who are eager to evolve alongside technology. If you love to experiment boldly, share your discoveries, and help define best practices for AI-augmented work, you’ll thrive here. Our team values professionals who thoughtfully integrate AI into their daily work, delivering exceptional results while relying on the human judgment and creativity that drive real innovation.

Throughout our interview process, you’ll have the chance to demonstrate how you use AI to learn, iterate, and amplify your impact. If you’re excited to be part of a team that’s leading the way in AI-powered collaboration, we’d love to meet you.

The Operations Associate ensures the office runs smoothly, feels welcoming, and supports an outstanding employee and visitor experience. This role owns day-to-day front desk coverage, facilities coordination, supplies and kitchen management, and on-the-ground support for meetings and events. The ideal candidate is highly organized, service-oriented, and comfortable juggling a wide range of operational and administrative responsibilities in a fast-paced environment.

In This Role, You Will:

Front Desk & Visitor Experience

• Serve as the primary point of contact at the office entrance, including answering the doorbell and greeting visitors throughout the day.
• Manage ad-hoc visitors, coordinating with Cventers for pickup, resolving issues directly, or redirecting visitors as appropriate.
• Respond to daily ad-hoc employee inquiries and requests (Cvent-related, non-Cvent-related, office, bathrooms, office supplies, etc.).
• Ensure interview candidates and visitors have a positive experience from arrival through departure, including lobby coordination and conference room readiness.

Mail, Shipping & Receiving

• Receive, sign for, and distribute all incoming packages and mail, including those left with building management.
• Schedule and coordinate pickups with UPS/FedEx and other carriers; package and ship outgoing items, including occasional trips to local FedEx/Kinkos.
• Sort and triage mail, discard junk, and distribute valid mail to recipients.
• Package and forward mail intended for HQ or remote locations weekly and notify recipients when items are on the way.
• Break down shipping boxes and packaging for recycling daily and address any misdelivered packages (e.g., neighbors).

Badges, Access & Parking

• Coordinate new employee badge creation with building security, including scheduling photos, pickup, and testing.
• Test badge functionality across building systems (doors, elevators, parking) and Cvent office access before issuing.
• Ensure visitors have appropriate access through the building’s security system.
• Issue, log, collect, and re-log temporary employee badges and temporary parking dashboard cards.
• Triage and resolve badge access issues for employees (both building and Cvent-controlled doors).

Desks, Seating & Office Information

• Coordinate new hire desk set-up and wipe-down; ensure workstations are ready prior to start dates.
• Schedule visitor desk availability and ensure desks are clean, set up, and appropriately reserved with signage.
• Maintain the office seating chart in the Cvent system.
• Maintain online and lobby blackboard office monthly event schedules.

Conference Rooms, Interviews & AV Support

• Coordinate conference room availability for interviews and key meetings.
• Arrange food orders for candidates whose interview schedules span lunch; receive and distribute meals.
• Reset conference rooms daily, including furniture, supplies, and cleanliness.
• Reset Zoom Room audio calibrations weekly and support general readiness of AV-enabled rooms.
• Clean and refresh whiteboards where dry erase markers no longer wipe cleanly.

Kitchen, Snacks & Office Upkeep

• Reset the kitchen, lobby, and mother’s room daily so they are clean, stocked, and ready for use.
• Load and unload the dishwasher; rinse and load items when employees have not self-serviced; ensure the dishwasher is run daily.
• Restock paper towels, hand sanitizer, and wipes in the kitchen, snack areas, and other common spaces.
• Manage recycling for cans and related items when bins/bags are full.
• Inventory, order, receive, unpack, and store snacks and groceries (e.g., fresh fruit, milk, cream).
• Refill clear snack containers, coffee scoop bins, and manage drink systems (CO2 canisters, drink canisters, beer keg).
• Schedule refrigerator purges and complete final clean-up.
• Perform light-touch office maintenance that does not require a vendor (minor fixes, tidying, basic upkeep).

Vendor, Facilities & Financial Coordination

• Schedule vendors for office, equipment, vending, maintenance, and pest control services.
• Be available onsite during vendor, maintenance, facilities, and pest control visits.
• Work with facilities, procurement, finance, and events to ensure vendors are set up and paid correctly, including invoices that cannot be placed on a p-card.
• Review and approve Coupa charges related to office operations and reconcile office p-card charges with finance monthly.

Events, Culture & Communications

• Support office, team, department-wide, company-wide, and meet-up events, including:
• Sourcing venues and vendors (e.g., company picnic, holiday party, additional office social events).
• Ordering or coordinating catering and food orders.
• Receiving deliveries and setting up food and event spaces.
• Setting up and breaking down 70+ folding chairs and event-related equipment.
• Organizing raffle mechanics, identifying and ordering prizes, and tracking awards.
• Coordinate seasonal holiday décor: retrieve decorations from storage, organize decorating events, manage volunteers, and repack/store decorations after takedown events.
• Unbox, set up, break down, and store Cvent PDX banners and related materials for town halls or media-room-style events.
• Create and distribute memos, newsletters, and building/parking/city/county/state/federal notifications as needed.

Safety, Security & Emergency Preparedness

• Coordinate emergency response training, maintain the Emergency Response Team (ERT) notebook, and manage AED/defibrillator maintenance.
• Help ensure parking availability each day, including addressing issues that may prevent employees from accessing allocated parking spots.
• Coordinate carpet cleaning, including communication to employees to move floor items and resetting spaces afterward.

General Office Organization

• Clean and reorganize storage and supply rooms as needed.
• Post and remove signs, announcements, and posters throughout the office.
• Perform other related duties to support a safe, organized, and welcoming office environment.

Here\'s What You Need:

Required:

• Experience in an office coordination, facilities, front desk, or workplace experience role, ideally in a fast-paced corporate environment.
• Strong organizational skills with the ability to manage multiple concurrent tasks and shifting priorities.
• Excellent interpersonal and customer service skills; comfortable interacting with employees at all levels, visitors, and vendors.
• Ability to work independently, exercise sound judgment, and proactively identify and resolve issues.
• Proficiency with common office software and tools (email, calendars, spreadsheets; conference room/visitor management systems a plus).
• Ability to lift up to 50 pounds (e.g., boxes, supplies, event materials).

Preferred:

• Experience coordinating office events or social activities.
• Prior experience working closely with building management, security, and external vendors.
• Familiarity with AV systems and Zoom Room or similar technology.

This is a primarily onsite role that requires a consistent in-office presence to support employees, visitors, vendors, and events. The Office Coordinator will frequently move around the office, lift and carry supplies and event materials, and occasionally travel short distances for errands (e.g., shipping center).