Event Management Administrator

Department: Event Operations & Logistics
Reports To: Director of Sales & Hospitality
Employment Status: Full-Time
Location: Vancouver, BC

Position Summary

The Event Management Administrator provides administrative, logistical, and hands-on event support to the Event Operations Manager and Events Logistic Manager This role is responsible for ensuring event information is accurately documented, communicated, scheduled, prepared, and supported through all stages of event execution.

The position plays an significant role in translating confirmed event requirements into clear operational details, coordinating staffing and rentals, preparing event documentation, supporting warehouse and event loadouts, maintaining inventory, and facilitating post-event feedback and follow-up.

This is a hands-on administrative and operational role that requires flexibility to shift between office-based event coordination and warehouse/event support based on business and event volume.

Key Responsibilities

Event Details & Documentation

Ø Create and maintain detailed Event Details for confirmed events based on information provided by Sales and Event Operations.

Ø Ensure Event Details accurately reflect event timelines, guest counts, menus, service requirements, staffing, rentals, equipment, transportation, setup, and other operational requirements.

Ø Update Event Details as changes are received and ensure current information is communicated to appropriate departments.

Ø Review event documentation for completeness and identify missing or conflicting information prior to events.

Ø Prepare and distribute final event information and supporting documentation to Event Managers and applicable departments.

Event Scheduling & Staffing

Ø Support the Event Operations Manager with scheduling event managers, servers, bartenders, chefs, cooks, and other event staff.

Ø Create and update event shifts within the company scheduling system.

Ø Monitor staffing requirements against confirmed event needs.

Ø Assist with filling open shifts, schedule changes, cancellations, and staff replacements.

Ø Communicate schedules and relevant event information to assigned employees.

Ø Maintain accurate staffing records for upcoming events.

Rental Coordination

Ø Review event requirements and identify necessary rental equipment and serviceware.

Ø Prepare and submit rental orders for tables, chairs, linens, china, glassware, flatware, service equipment, and specialty event items.

Ø Coordinate rental quantities, delivery, and pickup requirements with approved suppliers.

Ø Update rental orders when guest counts or event requirements change.

Ø Verify rental confirmations and communicate relevant information to Logistics and Event Operations.

Ø Assist with identifying rental discrepancies, shortages, damages, or additional charges following events.

Event Logistics Preparation

Ø Provide hands-on logistics support in preparing events for departure.

Ø Pack event décor, utensils, serviceware, uniforms, collateral, alcohol, and other event supplies.

Ø Prepare and organize pack out boxes and other event-specific equipment.





Ø Assist with loading event vans and ensuring required equipment and supplies are included.

Ø Support chefs and event teams during event expo and departure, including loading food and equipment.

Ø Retrieve ice, food, supplies, and other items required for event departures.

Ø Assist with unpacking and resetting returned event equipment.

Ø Restock returned supplies and ensure equipment is returned to its appropriate location.

Ø Coordinate event specific uniform distribution, return, inventory management and roation.

Ø Maintain the Events section of the warehouse in a clean, organized, and operationally ready condition.

Ø Assist with maintaining the Events office and related workspaces.

Ø Provide increased logistic and event preparation support during high-volume periods and multiple-event days.

Event Logistics & On-Call Support

Ø Assist the Event Logistics Manager in coordinating operational requirements for upcoming events.

Ø Confirm event timelines, load-in requirements, venue access, setup times, service times, teardown, and pickup requirements.

Ø Coordinate operational information between Sales, Kitchen, Logistics, Event Managers, and external vendors.

Ø Support event departures and loadouts to ensure teams leave with the required food, equipment, supplies, alcohol, and collateral.

Ø Respond to event teams when missing items or additional supplies are identified during an event.

Ø Coordinate urgent deliveries or pickups as required.

Ø Travel to event sites when necessary to deliver or retrieve supplies and provide operational support.

Ø Flag operational concerns, scheduling conflicts, or incomplete information to the Event Operations Manager.

Ø Provide flexible support during peak event periods and assist with delegated Event Operations responsibilities as required.

Inventory & Alcohol Administration

Ø Assist with maintaining accurate event equipment and supply inventory.

Ø Track event equipment movement and support regular inventory counts.

Ø Enter counted inventory quantities into applicable tracking systems.

Ø Identify missing, damaged, or low-stock event equipment and supplies.

Ø Assist with developing alcohol ordering lists based on confirmed event requirements.

Ø Support liquor and beverage inventory tracking and preparation.

Ø Conduct and record event specific uniform inventory counts.

Ø Prepare and pack alcohol requirements for applicable events.

Ø Assist with onsite alcohol reconciliation and the return of unused product following events.

Ø Maintain organized alcohol and event inventory records as required.

Ø Support the Event Logistics Manager with liquor ordering administration while maintaining established approval and purchasing processes.

Event Feedback & Follow-Up





Ø Create and distribute post-event feedback requests following completed events.

Ø Maintain and organize event feedback records.

Ø Compile client feedback, Event Manager comments, staff observations, and operational issues when applicable.

Ø Identify recurring trends or concerns and provide summaries to the Event Operations Manager.

Ø Assist with documenting service issues and operational opportunities for future events.

Ø Support follow-up on event-related action items.

Administrative Support

Ø Maintain organized digital event files and operational records.

Ø Update event calendars, schedules, trackers, and internal planning documents.

Ø Assist with weekly event planning and production meetings.

Ø Prepare reports, event summaries, staffing information, and other documentation as requested.

Ø Support invoice verification for rentals and other event-related suppliers when required.

Ø Assist with maintaining current vendor and venue information.

Ø Balance administrative responsibilities with hands-on warehouse and event support according to operational priorities.

Ø Perform other administrative and operational duties as assigned by the Event Operations Manager or Director of Operations.

The role is expected to maintain clear, timely, and professional communication and ensure operational information is accurately shared between departments.

Qualifications & Skills

Ø Strong administrative, organizational, and time-management skills.

Ø Exceptional attention to detail and accuracy.

Ø Ability to manage multiple events, deadlines, and changing priorities simultaneously.

Ø Willingness and ability to perform both administrative and hands-on event/warehouse responsibilities.

Ø Strong written and verbal communication skills.

Ø Comfortable working in a fast-paced catering and event environment.

Ø Strong proficiency with Microsoft Excel, Google Workspace, scheduling platforms, and other digital business applications.

Ø Tech-forward and comfortable using AI applications, automation tools, and new technology to improve administrative efficiency and event coordination.

Ø Ability and interest in quickly learning new software, applications, and operational systems.

Ø Strong problem-solving skills and ability to identify and respond to operational issues.

Ø Ability to work independently and prioritize effectively during high-volume event periods.

Ø Ability to communicate effectively with managers, employees, vendors, and venue representatives.

Ø Ability to safely lift, move, pack, and organize event equipment and supplies.

Ø Flexibility to provide event support outside regular administrative hours when operationally required.

Ø Valid BC driver’s licence and ability to travel to event sites as required.

Ø Previous administrative, hospitality, catering, event, warehouse, or operations experience is considered an asset.

Ø Knowledge of Vancouver and Greater Vancouver venues and the local events industry is considered an asset.

Job Types: Permanent, Full-time

Pay: $56,000.00 per year

Benefits:

- Casual dress
- Discounted or free food
- Paid time off

Work Location: In person

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