Job Description: Administrative Coordinator – Hospitality
Department: Administration & Operations
Reports To: Management
Employment Type: Full-Time / Part-Time
Location: Mississauga Convention Centre
Position Overview
Mississauga Convention Centre is seeking an exceptionally organized, professional, proactive, and detail-oriented Administrative Coordinator to support daily hospitality operations and ensure the business runs smoothly and efficiently.
The ideal candidate demonstrates outstanding administrative skills, excellent communication, strong judgment, and a commitment to maintaining the highest standards of professionalism, guest service, confidentiality, and accountability.
This position requires someone who takes initiative, anticipates operational needs, solves problems independently, and understands that the front desk is a critical part of the business. The successful candidate must be dependable, composed under pressure, attentive to detail, and capable of representing Mississauga Convention Centre professionally at all times, including when management is not physically present.
Key Responsibilities
1. Front Desk & Guest Relations
- Maintain a professional, welcoming, and organized front desk at all times.
- Greet guests, clients, vendors, and visitors courteously and efficiently.
- Answer incoming calls, respond to emails, and direct inquiries appropriately.
- Manage guest requests, reservations, appointments, and relevant communications.
- Handle complaints and concerns professionally, escalating matters when necessary.
- Ensure all guest interactions reflect the standards of Mississauga Convention Centre.
2. Administrative Support
- Manage daily correspondence, emails, phone calls, and administrative documentation.
- Maintain accurate records, digital files, reports, schedules, and operational logs.
- Prepare documents, spreadsheets, summaries, and reports as required by management.
- Track pending tasks, deadlines, follow-ups, and outstanding requests.
- Ensure administrative information is accurate, complete, and properly organized.
3. Daily Operations & Organization
- Ensure the front desk, office, and designated work areas remain clean, organized, and professional.
- Monitor office supplies, inventory, and administrative resources.
- Communicate maintenance issues, operational concerns, and supply requirements promptly.
- Follow opening, closing, handover, and daily checklist procedures where applicable.
- Identify operational gaps and recommend practical improvements.
4. Professional Conduct & Accountability
- Maintain professional boundaries and ensure personal matters do not interfere with work responsibilities.
- Follow company policies, procedures, security protocols, and management instructions.
- Comply with visitor-access policies and obtain authorization where required.
- Remain productive and accountable regardless of whether management is physically present.
- Use working hours responsibly and prioritize business needs.
- Protect confidential business information, guest information, and internal communications.
- Report incidents, irregularities, and policy concerns promptly and accurately.
5. Communication & Team Coordination
- Communicate clearly and respectfully with management, colleagues, guests, and external contacts.
- Coordinate requests and information between departments.
- Provide accurate shift handovers and ensure outstanding tasks are communicated.
- Follow up on instructions and confirm completion when appropriate.
- Demonstrate sound judgment and escalate urgent or sensitive matters without unnecessary delay.
6. Problem-Solving & Initiative
- Anticipate administrative and operational needs before they become problems.
- Work independently while recognizing when management approval is required.
- Prioritize competing responsibilities effectively.
- Remain calm, solution-focused, and professional during busy periods.
- Take ownership of mistakes, correct errors promptly, and learn from feedback.
- Recommend improvements that increase efficiency, consistency, and guest satisfaction.
Required Qualifications & Skills
- Previous experience in hospitality administration, hotel operations, office administration, or front-desk coordination.
- Excellent verbal and written communication skills.
- Strong organizational skills and exceptional attention to detail.
- Proficiency in email, Microsoft Office or Google Workspace, spreadsheets, and administrative systems.
- Ability to manage multiple tasks and deadlines accurately.
- Strong customer-service skills and a professional demeanor.
- Excellent time management, punctuality, and reliability.
- Ability to handle confidential information responsibly.
- Sound judgment, initiative, and problem-solving abilities.
- Ability to work independently and follow established procedures.
What Exceptional Performance Looks Like
An exceptional Administrative Coordinator at Mississauga Convention Centre:
- Takes ownership: Tasks are completed accurately and on time without constant reminders.
- Anticipates needs: Potential issues are identified and addressed before they affect operations.
- Maintains standards: The front desk remains organized, professional, and ready for guests.
- Communicates proactively: Management is kept informed of important updates, concerns, and completed tasks.
- Demonstrates integrity: Company policies are followed consistently, including when management is absent.
- Protects confidentiality: Sensitive information is handled with discretion.
- Prioritizes guests: Guest needs are handled promptly, respectfully, and professionally.
- Shows initiative: Problems are approached with solutions rather than excuses.
- Is dependable: Attendance, punctuality, follow-through, and shift handovers meet expectations.
- Represents the business well: Every interaction reflects positively on Mississauga Convention Centre.
Performance Expectations
Performance will be evaluated based on:
- Accuracy and completion of administrative tasks.
- Quality of guest service and professional communication.
- Organization and readiness of the front desk.
- Adherence to company policies and procedures.
- Reliability, punctuality, and time management.
- Quality of reporting, recordkeeping, and shift handovers.
- Initiative, problem-solving, and ability to work independently.
- Confidentiality, accountability, and professional conduct.
Professional Standards
All employees are expected to conduct themselves professionally throughout their scheduled shifts and whenever performing duties on behalf of Mississauga Convention Centre. Personal activities must not interfere with work responsibilities, guest service, safety, or business operations.
Employees must follow established visitor-access procedures, respect restricted areas, and obtain management authorization where required. Concerns about policies or instructions should be raised through the appropriate management channels.
Failure to meet established performance or conduct expectations may result in coaching or disciplinary action, consistent with company policy and applicable employment law.
Our Ideal Candidate
We are looking for someone who does more than complete basic administrative tasks. We want a professional who is organized, trustworthy, observant, proactive, and committed to excellence.
The ideal candidate understands that exceptional hospitality administration requires consistency, discretion, initiative, and accountability. They take pride in their work, protect the interests of the business, and ensure that daily operations run smoothly whether management is present or not.
At Mississauga Convention Centre, professionalism is not occasional. It is the standard every day.
