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Operations Coordinator

Company:
Fairmont Château Laurier
Location:
Ottawa, Ontario, Canada
Posted:
November 12, 2016
Description:

Hotel Overview - Fairmont Château Laurier is the iconic hotel of Ottawa - Canada’s capital city. Built in the age of grandeur, Ottawa’s very own castle is a magnificent limestone edifice with turrets and masonry reminiscent of a French château. A symbol of timeless elegance, the hotel combines a distinctive blend of historic charm and modern efficiencies.

Summary of Responsibilities: This position provides integral support to the Executive Office at Fairmont Château Laurier and is often the first point of contact for current and potential guests. The Operations Coordinator reports to the Director of Operations, providing administrative support to both the Director of Operations and the Operations Departments. Working in close collaboration with the Administrative Assistant to the General Manager, the Operations Coordinator also provides coverage for the Administrative Assistant in her absence.

Administration Office:

Acts as the main point-of-contact for the Executive Office, answering general enquires from current and potential guests via telephone and in person, and directing inquiries to the appropriate department.

Manages emails of a various nature received in the hotel’s general mailbox and allocates to the appropriate department for action and timely follow-up.

Processes Hotel mail, and courier deliveries to/from the Executive Office.

Maintains the stock of stationary and kitchen supplies for the Executive Office, ordering said from various vendors.

Ensures office equipment in the Executive Office is maintained.

Provides back-up support to the Administrative Assistant.

Operations:

Assist the Director of Operations in his daily tasks and independently plan, organize, prioritize and coordinate everyday duties in a timely and efficient manner.

Provide support to committees which the Director of Operations and General Manager may chair, or any other required meetings, by tracking attendance, taking and distributing minutes, preparing report and agenda and coordinating meeting arrangement and facilitation.

Translate various documents and create menus, posters and brochures for the Hotel and website. Monitor and manage the J.D. Power platform. Helping to improve J.D. Power scores to meet and exceed its target goal. Demonstrate creativity and initiative to suggest improvements, give constructive feedback and encourage positive results.

Investigating guest issues that have been escalated to the DOO, obtaining pertinent backup information from other departments, respond to customer complaints professionally and in a timely manner.

Preparing special notifications or signage for guests in French and in English.

Providing word processing support, helping with the final editing, formatting, printing and binding of documents from MS Word.

Preparing MS Power Point presentations on an occasional basis.

Maintain clear and accurate records/procedures for reference purposes.

Manage multiple tasks and exhibit excellent attention to detail while consistently following established procedures.

Develop and cultivate strong working relationships with all stakeholders, foster a co-operative team spirit and communicate effectively with all appropriate operational departments.

Other duties as requested.

Food & Beverage:

As per support provided to the DOO, the Operations Coordinator will provide administrative support of a similar nature to the Director of Outlets as it relates to Food & Beverage operations and respective departments. Specifically:

Providing translation, word processing, and photocopying support for all restaurant menus and special occasion menus on an ongoing basis throughout the year.

Organizing Food & Beverage team meetings, preparing agendas and taking minutes.

Managing stock of restaurant menu paper, receiving paper samples from suppliers and maintaining ongoing supply.

Liaising with restaurant entertainers in relations to bookings, payment, etc.

Assisting in the administrative responsibilities of Open Table, our restaurant reservation system.

Other duties as requested.

Qualifications:

Fluency in both English and French is imperative, as all functions of this role must be carried out seamlessly in both languages;

Two – Five years of experience in a role of similar scope and responsibility;

Excellent written and verbal communication skills, with the ability to proof-read and edit work of others;

Superior organizational skills, ability to organize oneself and others;

Ability to multi-task and work in a calm and effective manner;

Capable of working independently and taking a pro-active approach to responsibilities;

Ability to maintain confidentiality as it relates to all issues in the Executive Office;

Intermediate MS Office skills, with knowledge of Adobe InDesign a strong asset;

Previous hotel industry experience and knowledge of standard terminology a strong asset;

Previous Food & Beverage experience an asset;

Impeccable personal presentation.

Visa Requirements: Must be eligible to work in Canada.