Suites Sales Office Administrator Job at Legends Global

Job Description

The Suites Sales Office Administrator supports the Premium and Suites Sales Management team in coordinating suites and catering operations to ensure events are executed accurately and guests receive an elevated service experience. This role focuses on administrative, scheduling, billing, and data-entry tasks that connect suite sales orders, guest details, culinary production, operations, and accounting.

Job Responsibility

Support total guest and client satisfaction by delivering professional, service-focused communication to internal stakeholders and suite purchasers
Reconcile daily due-backs and event paperwork, ensuring accurate recording of suite charges, credits, and adjustments
Produce event and production reports such as food labels, menus, and order summaries for suites and catering events
Map out and communicate production plans (e.g., pizza production) based on event needs and suite orders
Place specialty food orders (e.g., sushi, kosher, dietary-specific items) with approved suppliers as required
Contact suite clients to confirm event orders, verify dietary restrictions, confirm delivery timing, and capture any special requests
Input staffing schedules into the scheduling system and update changes as directed by management
Review suite and catering invoices for accuracy, ensuring all items, taxes, and service charges are correctly applied
Perform data entry for catering event consumption, suite orders, guest and client details, and other operational data into relevant operating systems
Review event details with culinary and operations teams to ensure menus, timing, and special suite requirements are clearly communicated
Assist the accounting team with accounts receivable follow-up, documentation, and reconciliation related to suite and catering billings
Attend weekly suite and catering meetings to gather information, provide updates, and ensure alignment on upcoming events and client expectations
Maintain a clean, organized, and professional office work area, including proper filing and secure handling of client and guest information
Perform additional administrative tasks as assigned by Premium and Suites Sales Management

Requirements

Ability to handle high-volume situations and competing deadlines in a fast-paced, event-driven environment
Strong computer skills, including proficiency with office applications and the ability to learn event, POS, CRM, and scheduling systems
Professional phone and email etiquette, with a warm, clear, and sales-supportive communication style
Strong organizational skills with excellent attention to detail for data entry, documentation, and invoice review
Effective written and verbal communication skills for interacting with diverse groups of clients, vendors, and fellow employees
Ability to prioritize tasks, manage time efficiently, and remain calm and composed under pressure
Previous experience in an administrative, sales support, event coordination, or hospitality office role is an asset
Familiarity with suites, premium hospitality, or ticketing/sales operations is preferred but not required
Experience with basic accounting or accounts receivable processes is an asset
Demonstrated ability to work effectively with diverse clients and team members in a service-focused environment
Availability to work evenings, weekends, and holidays based on the Rogers Centre event schedule

Nice to have

Familiarity with suites, premium hospitality, or ticketing/sales operations
Experience with basic accounting or accounts receivable processes

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Suites Sales Office Administrator

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