Suite Coordinator Full Time

Levy; United States; On-site; USD 19,000 - 28,000; Full time

Job summary

Levy in Ottawa is seeking a supervisory administrator to manage suite operations for events. You will coordinate order entries, login creation for suite holders, and communications for upcoming games, ensuring accuracy and timely delivery of services.

The role includes leading a small team, performing end-of-night closing duties, and collaborating with marketing and premium teams to enhance the suite experience. English is required; French is an asset.

Qualifications

• Minimum 2-year customer service experience is required.
• Previous administrative experience is an asset.
• Must be bondable and pass background checks.
• Smart Serve Certificate and Food Safety Certification are assets.

Responsibilities

• Updates MYSUITES online suite ordering platform to keep menus current.
• Creates new MYSUITES logins for each suite holder.

Skills

Customer service

Hospitality

Communication

Multitasking

Education

High School Diploma

Tools

Microsoft Office

Excel

Adobe Products

Job description

10753-Lansdowne-TD Place- | 10753
1015 Bank Street
OTTAWA, ON K1S 3W7, CAN

Description

This job has supervisorial responsibilities.

Summary

The expectation of this position is that the employee performs their duties and responsibilities in an efficient and effective manner. Furthermore, the expectation is to perform these duties while working as a part of a team.

• Updates our MYSUITES online suite ordering platform, ensuring that all menu items are always up to date


• Puts in requests and assists with the creations of new MYSUITES logins for each suite holder


• Send out welcome emails to ALL suite holders upcoming games


• Creates a digital training for new suites holders on how to use the MYSUITES portal


• Confirms payment method for each suite holder for each game prior to the event


• Comes up with new ways to upsell additional food and beverage offerings to the suite holders


• Sends out email communication with clients on upcoming games to confirm their food and beverage specifications for each game


• Creates and manages all Suite holder client profiles, ensuring all clients preferred specifications and requests are listed on their file


• Works with our clients marketing team to come up with new ways to reach our suite clients


• Sends out feedback surveys to all suite holders per game collecting and organizing all data received


• Creates reports for the suites for the Premium Manager


• Works with the Premium and Catering Admin to ensure the correct suite servers are assigned to the right suite per game


• Creates binders for the suite servers ensuring all the client information the suite server needs for each suite is present


• Creates suite digital menus per game and send it out to our tech team by the designated deadline


• Creates labels for the suite's food offerings for each game


• Comes up with new ideas on how we can increase the suite experience for our suite guests


• Liaise with Suite Holders, Back of House & game day staff to ensure Suite guests' expectations are met


• Aides with the hiring and training process of the suite servers, ensuring the staff on the suites team are the right fit and are trained correctly


• Provides the Premium & Catering Admin with the suite tip report that needs to be paid out to the staff, ensuring all numbers are accurate


• Ensure all binder information is filled out correctly per event


• Responsible for flagging any issues with hours, tips, training, or other staff information with their manager


• Follows up with any client on any outstanding payments for previous events, ensuring no payment is more than 30 days outstanding


• Process food and beverage invoices and bills through our payment system, providing the guest a receipt, and updating our trackers with the appropriate information


• Provides the Premium & Catering Admin with a closing end of night report for suite payments


• Respond to any staff inquiries about pay discrepancies and any general questions that come up


• Works with suite supervisor to ensure all suites are set up correctly based on our standard operating procedures and on each suite holder's requests


• Runs a pre-shift meeting with the assistance of the suite supervisor to provide information of the day to all the suite team working


• Responsible for doing a final check prior to doors to ensure all suites are ready for service


• Assists with the closing procedure to ensure that all suites are closed correctly and reset as per standard operating procedures


• Occasionally will be asked to assist with checking in staff as is operationally required


• Responsible for keeping good filling management, and assisting with the file management of the coordinators and managers on the team


• Assist with FOH operations involved with the success of an event as delegated by the manager or coordinator


• All other tasks as assigned by Premium Manager or Premium and Catering General Manager

Physical Demands/ Work Environment

• Ability to lift and carry up to 40lbs.


• Frequent periods of standing and walking


• Outdoor venue subject to changing environmental conditions.


• Frequent use of stairs.


• Size of Stadium tends to involve higher physical demands on event days.


• Sensory Attention: this environment is a noisy loud environment on event days.

Language Skills

• English is the working language at this job location. Candidate must be able to understand, read, write, and speak English.


• French is considered an asset; but is not mandatory.

Qualifications

• Previous administrative experience considered an asset


• Minimum of 2-year previous customer service experience


• Minimum of 2-year previous hospitality experience


• Must have completed high school or equivalent. Relevant work experience will be considered an asset.


• Must be bondable, and pass an employer administered background check.


• Must be able to demonstrate mathematical skills


• Must possess a valid Smart Serve Certificate


• Advance Food Safety Certification considered an asset


• Knowledge of Microsoft Office (Word and Excel)


• Knowledge of Adobe Product considered an asset


• Must be able to multi-task


• Must be able to work in a fast-paced environment


• Must be able to work flexible shifts including nights, weekends, and holidays.

The hourly wage rate for this position is $23.95. Final compensation will be determined based on relevant skills, experience, qualifications, and internal equity. We are committed to offering competitive compensation and comply with all applicable pay transparency legislation. Further details regarding our total rewards offerings will be shared by the Talent Acquisition team during the hiring process. Canadian work experience is not a requirement for this role. Please note that artificial intelligence-based tools may be used at certain stages of the recruitment and applicant screening process.