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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!

About Whim Hospitality:

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.

What You’ll Be Doing:

+ 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

What We are Looking For:

+ 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.

Why You Should Join Us:

+ Team Culture: Join a talented and enthusiastic team that values collaboration and support, ensuring a positive and engaging work environment.

+ Dynamic Scheduling: Enjoy a schedule that provides a balance of flexibility and structure, allowing you to thrive in a rewarding work environment while meeting the needs of our guests.

+ Professional Growth: Gain valuable experience in the hospitality industry, with clear career paths for advancement.

+ Employee Perks: Take advantage of employee discounts for lodging and our beautiful restaurant, along with medical, dental, and vision insurance, employee meals, paid time off, holiday pay, referral bonuses, free parking, and the chance to work in a beautiful and dynamic environment.

+ Personal Time Off – Vacation – 40 hours after the first year, 80 hours after the second year.

If you are passionate about operational excellence and delivering outstanding client experiences, apply now to join our team at Whim Hospitality!

Compensation:

Pay rate - $21-$23 an hour

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