Whim Event Rentals Operations Administrative Assistant

Whim Hospitality • Dripping Springs, TX

252d • $21 - $23

About The Position

Join Our Vibrant Team as a Whim Event Rentals Operations Administrative Assistant! Are you ready to take your career to the next level? Whim Hospitality is searching for a dedicated and detail-oriented Operations Administrative Assistant to become a vital part of our dynamic team! If you have a passion for operational excellence and delivering exceptional client experiences, we want to hear from you! At Whim Hospitality, we believe in creating unforgettable experiences through exceptional service and teamwork. Based in the beautiful Texas Hill Country, our company is dedicated to fostering a culture of innovation, creativity, and generosity as we work together to delight our clients and guests.

Requirements

• Passion for Service: A strong commitment to delivering exceptional client service and creating memorable experiences.
• Project Management Skills: Proven ability to manage multiple tasks and navigate challenges in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills, with the ability to liaise effectively with clients, internal teams, and external vendors.
• Team Player: Collaborative attitude with experience working across teams to ensure seamless operations.
• Experience: 1-3 years in event planning, client services, or operations management within the hospitality or event industry is preferred.
• Technical Proficiency: Familiarity with project management software (e.g., POR system) and proficiency in Microsoft Office Suite.

Responsibilities

• Opening/Closing tickets
• Reporting missing items to sales
• Asset Sales tickets for missing items (reservations and CPUs)
• Refund/ money due - notify sales/accounting
• Inventory Overbooking (Rentals/Tents)
• Sub-renting from local companies - Premiere, Marquee, Bright, Table Manners, Loot, Luxe, etc.
• Sub-renting linens - A1, BBJ, Creative Covering, Jomar, Choice, CV Linens, etc.
• Purchasing items that cannot be sub-rented - quotes sent for final approvals by Ops
• Handling shortages in inventory found during the week of events
• Subrental Tracking in Teams
• Damaged Reports - removing inventory.
• POR input when inventory is taken - weekly cycle counts / full inventory biannual.
• Updating inventory binders in all departments with new items/photos/labels
• Add new line items in POR for new purchases.
• Overflow Inventory - create spreadsheets of all palletized dishware in Warehouse 2 and 3 - documenting when quantities are moved from overflow to inventory and updating inventory counts along with relabeling pallets.
• Maintaining Par levels - Par levels need to be addressed and configured.
• Inventory Analysis - most rented, least rented, dead inventory, par levels below average, Discontinued assets/ inventory.
• Identifying and Removal of items that are no longer viable for Rental usage. (throw away, auction off, transfer to CL, etc.)
• Inventory of Whim assets - not inventory items - this includes dollies, straps, carts, crates, ladders, equipment, etc.
• Damages Communicating with sales employees about damaged and missing items from their clients' orders
• Place damaged/missing items on Reservations and keep track of items that are found/returned

Benefits

• Employee discounts for lodging and restaurant
• Medical, dental, and vision insurance
• Employee meals
• Paid time off
• Holiday pay
• Referral bonuses
• Free parking
• Personal Time Off - Vacation - 40 hours after the first year, 80 hours after the second year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Food Services and Drinking Places