The Coffee Cart Events Admin Staff in Yardstick is responsible for providing administrative and operational support to the Coffee Cart Events Team. The role ensures smooth coordination of event bookings, client communications, scheduling, documentation, billing, inventory tracking, and post-event reporting. The position plays a critical role in ensuring that all coffee cart events are organized, properly documented, and executed efficiently while maintaining the high service standards of Yardstick Coffee.

Department: Cafe Operations

Work Location: Makati

Responsibilities:

1. Event Administration & Coordination

• Assist in processing incoming coffee cart event inquiries and bookings.
• Maintain and update the events calendar and booking tracker.
• Prepare event proposals, quotations, contracts, and confirmation documents.
• Coordinate event schedules with clients and internal stakeholders.
• Ensure complete documentation for all confirmed events.
• Monitor event timelines and ensure deadlines are met.

2. Client Communication

• Respond to client inquiries through email, phone, and messaging platforms.
• Provide clients with event details, requirements, and pre-event reminders.
• Coordinate event logistics and requirements with clients before the event date.
• Escalate concerns, special requests, or service issues to the Events Supervisor or Manager.

3. Billing and Documentation

• Prepare billing requests, invoices, official receipt requests, and payment monitoring reports.
• Track client payments and coordinate with Finance regarding collections and payment confirmations.
• Maintain accurate records of contracts, invoices, permits, and event documentation.
• Ensure all event files are properly organized and archived.

4. Logistics and Resource Coordination

• Coordinate staffing requirements with Operations and HR as needed.
• Prepare deployment schedules for baristas and event personnel.
• Assist in coordinating transportation, equipment dispatch, and event logistics.
• Monitor inventory requirements and coordinate replenishment requests.

5. Inventory and Asset Monitoring

• Maintain records of coffee cart equipment, tools, and event assets.
• Track event consumables and supplies.
• Monitor inventory usage and prepare inventory reports.
• Coordinate maintenance and repair requests for coffee cart equipment.

6. Reporting and Data Management

• Prepare weekly and monthly event sales reports.
• Maintain databases of clients, events, and performance metrics.
• Generate reports on bookings, revenue, event frequency, and client feedback.
• Assist in analyzing event performance and identifying improvement opportunities.

7. Post-Event Administration

• Collect event reports from assigned event teams.
• Consolidate client feedback and event evaluation forms.
• Ensure post-event documentation and billing are completed promptly.
• Assist in preparing post-event summaries and recommendations.

Qualifications:

• Bachelor’s Degree in Business Administration, Hospitality Management, Marketing, Communications, or a related field.
• 1–2 years of experience in administration, events coordination, hospitality, customer service, or related roles. Experience in food and beverage, café operations, or events management is an advantage.
• Strong organizational, administrative, and documentation skills
• Excellent written and verbal communication skills
• Proficient in Microsoft Office and Google Workspace
• Ability to manage multiple projects and deadlines
• Strong coordination, problem-solving, and attention to detail
• Customer-focused mindset
• Basic knowledge of inventory and billing processes

Interested candidates, please send and email with your Cover Letter and CV to people[at]yardstickcoffee.com.