About Fat Rabbit

Fat Rabbit is a Michelin recognized restaurant, butcher shop, and catering company located in downtown St. Catharines.

As we continue to grow, we're looking for an Administrative Coordinator to support the day-to-day administrative functions of both our restaurant and catering operations. This role is ideal for someone who enjoys creating order, improving systems, solving problems, and helping a business run efficiently behind the scenes.

Position Summary

The Administrative Coordinator serves as the administrative hub of the business, supporting guest communications, reservations, catering administration, leadership, payroll, human resources administration, and office operations. Working across multiple departments, you'll ensure information is accurate, organized, communicated effectively, and completed on time.

Schedule : Monday to Friday, daytime office hours. Occasional work outside regular business hours or on statutory holidays may be required to support business needs or special events.

The hospitality industry is inherently seasonal, and our business experiences natural peaks and valleys throughout the year. Workload and priorities will fluctuate accordingly, with some seasons requiring a higher volume of administrative support than others.

Key Responsibilities

Guest & Reservation Administration

- Manage restaurant reservations from initial inquiry through confirmation, including daily reservations, large groups, and preliminary discussions regarding private buyouts.
- Maintain reservation systems, floor plans, guest profiles, reservation settings, and detailed guest notes.
- Coordinate reservations in accordance with company policies.
- Respond to initial catering inquiries by gathering key event details, identifying client needs, recommending appropriate service styles,



and supporting the early stages of the booking process.
- Maintain accurate guest information including celebrations, allergies, dietary restrictions, and special requests while communicating updates to the restaurant team.
- Monitor guest feedback across review platforms, social media, and direct communications, identifying trends and escalating concerns where appropriate.
- Develop and maintain a thorough understanding of Fat Rabbit's menus, services, events, policies, and guest experience standards.

Administrative Support

- Manage the general business phone line and shared administrative inboxes.
- Support the Chef/Owner's and General Manager's inboxes by organizing correspondence, monitoring priorities, tracking deadlines, and ensuring significant items are followed up on.
- Triage incoming inquiries to the appropriate department or team member.
- Prepare menus, wine lists, promotional materials, meeting materials, operational documents, and presentations.
- Maintain organized filing systems, operational records, templates, forms, standard operating procedures, and administrative documentation.
- Coordinate interviews, meetings, and other administrative scheduling as required.
- Track action items, administrative reporting, and key operational deadlines.
- Maintain business contracts, licences, permits, insurance documentation, certifications, and compliance records,



ensuring renewals and deadlines are completed on time.
- Develop expertise in internal systems while continuously improving administrative workflows, documentation, and operational efficiency.
- Support leadership with ongoing administrative projects and provide cross-department administrative support wherever recurring responsibilities can be delegated.

Catering Administration

- Respond to initial catering inquiries and assist with early client communications.
- Monitor deadlines related to guest counts, dietary restrictions, deposits, contracts, invoices, and outstanding client information.
- Maintain event calendars and provide timely reminders to the Events & Catering Manager.
- Prepare catering documentation, proposals, menus, invoices, contracts, and administrative materials as required.
- Provide administrative support to the Events & Catering Manager and assist with departmental coverage during periods of leave or absence.

Payroll, Human Resources & Office Operations

- Process payroll accurately and on schedule in accordance with company policies and applicable employment standards.
- Review employee timesheets, gratuity allocations, attendance records, and payroll information for accuracy and completeness.
- Maintain employee payroll records, wage adjustments, tax forms, deductions, banking information, and employment documentation.
- Ensure compliance with applicable payroll legislation, employment standards, tax requirements, and company policies.
- Prepare gratuity distributions accurately and on schedule.
- Coordinate administrative hiring processes, including interview scheduling, employment letters, onboarding, offboarding, personnel records, and employee documentation.
- Administer Push Operat

📌 Administrative Coordinator (Hospitality) (St. Catharines)
🏢 Fat Rabbit
📍 St. Catharines