About Fat Rabbit
Fat Rabbit is a Michelin recognized restaurant, butcher shop, and catering company located in downtown St. Catharines.
As we continue to grow, we're looking for an Administrative Coordinator to support the day-to-day administrative functions of both our restaurant and catering operations. This role is ideal for someone who enjoys creating order, improving systems, solving problems, and helping a business run efficiently behind the scenes.
Position Summary
The Administrative Coordinator serves as the administrative hub of the business, supporting guest communications, reservations, catering administration, leadership, payroll, human resources administration, and office operations. Working across multiple departments, you'll ensure information is accurate, organized, communicated effectively, and completed on time.
This position requires exceptional organization, sound judgement, discretion, attention to detail, and a proactive approach to continuous improvement. The ideal candidate is resourceful, adaptable, and enjoys building systems that help a growing hospitality business operate more efficiently.
Schedule: Monday to Friday, daytime office hours. Occasional work outside regular business hours or on statutory holidays may be required to support business needs or special events.
The hospitality industry is inherently seasonal, and our business experiences natural peaks and valleys throughout the year. Workload and priorities will fluctuate accordingly, with some seasons requiring a higher volume of administrative support than others.
Key Responsibilities
Guest & Reservation Administration
- Manage restaurant reservations from initial inquiry through confirmation, including daily reservations, large groups, and preliminary discussions regarding private buyouts.
- Maintain reservation systems, floor plans, guest profiles, reservation settings, and detailed guest notes.
- Respond to guest inquiries by phone, email, and online platforms regarding reservations, catering, gift cards, and general restaurant information.
- Coordinate reservations in accordance with company policies.
- Respond to initial catering inquiries by gathering key event details, identifying client needs, recommending appropriate service styles, and supporting the early stages of the booking process.
- Maintain accurate guest information including celebrations, allergies, dietary restrictions, and special requests while communicating updates to the restaurant team.
- Monitor guest feedback across review platforms, social media, and direct communications, identifying trends and escalating concerns where appropriate.
- Develop and maintain a thorough understanding of Fat Rabbit's menus, services, events, policies, and guest experience standards.
Administrative Support
- Manage the general business phone line and shared administrative inboxes.
- Support the Chef/Owner's and General Manager's inboxes by organizing correspondence, monitoring priorities, tracking deadlines, and ensuring important items are followed up on.
- Triage incoming inquiries to the appropriate department or team member.
- Prepare menus, wine lists, promotional materials, meeting materials, operational documents, and presentations.
- Maintain organized filing systems, operational records, templates, forms, standard operating procedures, and administrative documentation.
- Coordinate interviews, meetings, and other administrative scheduling as required.
- Track action items, administrative reporting, and key operational deadlines.
- Maintain business contracts, licences, permits, insurance documentation, certifications, and compliance records, ensuring renewals and deadlines are completed on time.
- Develop expertise in internal systems while continuously improving administrative workflows, documentation, and operational efficiency.
- Support leadership with ongoing administrative projects and provide cross-department administrative support wherever recurring responsibilities can be delegated.
Catering Administration
- Respond to initial catering inquiries and assist with early client communications.
- Monitor deadlines related to guest counts, dietary restrictions, deposits, contracts, invoices, and outstanding client information.
- Maintain event calendars and provide timely reminders to the Events & Catering Manager.
- Prepare catering documentation, proposals, menus, invoices, contracts, and administrative materials as required.
- Provide administrative support to the Events & Catering Manager and assist with departmental coverage during periods of leave or absence.
Payroll, Human Resources & Office Operations
- Process payroll accurately and on schedule in accordance with company policies and applicable employment standards.
- Review employee timesheets, gratuity allocations, attendance records, and payroll information for accuracy and completeness.
- Maintain employee payroll records, wage adjustments, tax forms, deductions, banking information, and employment documentation.
- Ensure compliance with applicable payroll legislation, employment standards, tax requirements, and company policies.
- Prepare gratuity distributions accurately and on schedule.
- Coordinate administrative hiring processes, including interview scheduling, employment letters, onboarding, offboarding, personnel records, and employee documentation.
- Administer Push Operations, including employee setup, onboarding, profile maintenance, employment documentation, and ensuring new hire information is complete prior to start dates.
- Administer group benefits, WSIB documentation, and employee records while maintaining complete and confidential personnel files.
- Maintain operational records while supporting internal communication, scheduling updates, and administrative reporting.
- Order office supplies and coordinate administrative purchases with vendors.
- Receive, organize, and distribute deliveries while maintaining invoices, vendor records, and supporting documentation for management review.
- Maintain a clean, organized, and professional office environment.
- Identify opportunities to improve administrative systems and operational processes, recommending practical solutions that increase efficiency, consistency, and organization.
- Adapt priorities as business needs evolve, recognizing that hospitality is seasonal, fast paced, and no two days are exactly alike.
Qualifications Required
- Minimum two years of experience in an administrative, hospitality, restaurant, hotel, events, or customer service role.
- Exceptional organizational and time management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and commitment to accuracy.
- Professional, courteous, and solution-oriented communication.
- Ability to prioritize multiple competing responsibilities in a fast-paced environment.
- Strong computer skills, including Microsoft Office and Google Workspace.
- Confidence learning multiple software platforms and troubleshooting independently whenever possible.
- Ability to work independently while contributing to a collaborative team.
- Sound judgement, professionalism, and discretion when handling confidential information.
- Demonstrated ability to quickly master new software platforms and operating systems, with the initiative to independently identify and close knowledge gaps.
Preferred
- Experience in restaurants, hospitality, catering, wineries, hotels, or event venues.
- Experience with Tripleseat, OpenTable, TouchBistro, Push Operations, Sling, Microsoft Office, Google Workspace, or similar software platforms.
- Experience processing payroll and supporting human resources administration.
Physical Requirements
- Ability to remain seated or standing for extended periods throughout the workday.
- Comfortable moving throughout the restaurant and office as required.
- Ability to lift and carry up to 30 lbs.
- Comfortable receiving, organizing, and storing deliveries and office supplies.
Why Join Fat Rabbit?
- Monday to Friday daytime schedule
- Meaningful responsibility with opportunities to grow alongside the business.
- A collaborative, respectful, inclusive workplace built on professionalism, accountability, and continuous improvement.
Our Culture
We believe the best workplaces are built on respect, trust, and collaboration. We are committed to fostering an inclusive environment where every team member feels welcomed, valued, and empowered to contribute. Different backgrounds, experiences, and perspectives strengthen our team, and professionalism, kindness, and mutual respect are fundamental to how we work every day.
We're looking for someone who is naturally curious, highly organized, and takes pride in making the business better every day. If you enjoy building systems, improving processes, creating order behind the scenes, and supporting a high-performing hospitality team, we'd love to hear from you.
Fat Rabbit is an equal opportunity employer.
Please submit your resume and a cover letter outlining why you're interested in joining the Fat Rabbit team. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: From $50,000.00 per year
Benefits:
- Casual dress
- Extended health care
Work Location: In person
