Office Administrator

A leading event design, décor, rental, and floral company based in Vancouver is seeking an event rental coordinator. We specialize in creating exceptional experiences for weddings, corporate events, galas, and luxury celebrations. We are currently seeking a highly organized, client-focused individual to join our growing team.

Position Overview

This role serves as the first point of contact for our clients and plays a vital role in supporting the day-to-day office administration of the business and event rentals. The ideal candidate is professional, detail-oriented, highly organized, and enjoys working in a fast-paced, creative environment.

Key Responsibilities

Client Services

• Answer incoming phone calls and respond to client inquiries.
• Provide information regarding rental inventory, availability, pricing, and services.
• Respond to email inquiries in a professional and timely manner.
• Assist clients with rental selections and general event-related questions.
• Maintain exceptional customer service standards and client communication.
• Maintain and strengthen existing client relationships while actively cultivating new business opportunities and strategic partnerships.

Administrative & Office Management

• Create and issue invoices through QuickBooks.
• Maintain and update rentals in a POS system.
• Assist with payment tracking and follow-up communications.
• Maintain clients event records and documentation for rentals.
• Assisting creative designers with sourcing products and cross rentals.
• Support event scheduling and general office administration.
• Running errands for supplies.
• Coordinate internal communications between departments.

Inventory Management

• Update and maintain rental inventory records.
• Enter new inventory items into the system, including descriptions, quantities, and pricing.
• Ensure inventory data remains accurate and up to date.
• Assist with inventory tracking and reporting.
• Coordinate with the warehouse and event teams regarding inventory updates.

Qualifications

• Previous office administration or office management experience preferred.
• Previous experience in the event rental industry preferred.
• Strong customer service and communication skills.
• Experience with QuickBooks is an asset.
• Excellent organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to multitask and prioritize effectively.
• Experience in events, hospitality, or a related industry is considered an asset.

What We're Looking For

• A positive and professional attitude.
• Someone who enjoys helping clients and building relationships.
• A proactive problem-solver who takes initiative.
• A team player who thrives in a creative and dynamic environment.
• Someone who values organization, efficiency, and exceptional customer service.
• Someone who is willing to join the team on-site if necessary.

Why Join Our Team?

• Work alongside one of Vancouver's most respected event design teams.
• Be part of a creative, fast-growing company.
• Opportunity for professional growth and development.
• Collaborative and supportive team environment.
• Contribute to creating memorable events and experiences.

To apply, please submit your resume and a brief cover letter outlining your experience and why you would be a great fit for the role.

Pay: $22.00-$24.00 per hour

Benefits:

• Extended health care
• On-site parking
• Paid time off

Work Location: In person