External Coordinator

Hive Cafe External Coordinator

Wage: $17.00 / hour

Duration: 5 month contract

July 1 – August 15: 8 – 10 hrs / week (may incur additional hours)

August 15 – December 20: 15-20 hrs / week (may incur additional hours)


Deadline to apply: June 15, by 5pm

Interview Dates: June 17, 18, 19

Start Date: July 2, 2019




Any issues with the form, please email your application with a CV and Cover Letter to events.hivecafecoop@gmail.com



  • Cultivate and maintain communications with clients (users) and partners
  • Coordinate and manage email, forms and Google Calendar for events/catering.
  • Collaborate and liaise on behalf of clients (users) with other coordinators re:
    • Payroll and invoicing
    • Catering orders and delivery
    • Event requests and equipment
    • Marketing and Engagement
    • Menu development
  • Liaise with the Concordia Student Union, Security, Hospitality, and Environmental Health and Safety.
  • Ensure that all applicable Concordia University and Hive hospitality and event policies are followed (including insurance).
  • Ensure all required forms are signed and returned within university deadlines.
  • Forward all signed documents to Concordia Security’s Event Analysis.
  • Bottomline Event Supervision Schedule; coordinate worker members to supervise the events; or fill-in if necessary (different wage)
  • Use existing policy to oversee human resources, including recruitment, training, providing feedback performance, and ongoing development as well as keep operations manual up to date – with regards to Events Supervision.
  • Maintain records of all events and deposit fees in accordance with Hive administrative guidelines.
  • Help establish, document and update procedures related to space bookings.
  • Generate quarterly Event reports for the Hive board of Directors
  • Receive, respond to and coordinate catering order requests
  • Manage catering equipment, including maintenance, purchasing and storage
  • Coordinate and bottomline order deliveries
  • Engage in community awareness initiatives and outreach as required;
    • interact with cooperative members to regularly assess and evaluate the degree of community satisfaction;
    • recommend and implement new initiatives to keep up with demand and market changes
    • Collaborate with Marketing committee
  • Some website and social media content maintenance
  • Support the Cafe & worker-members on the floor – one day per week
  • Easily shares expertise, mentors others, and fosters a climate of experiential learning, growth, and improvement, as well as ongoing personal and collective development.
  • Continues their own education/training as required to develop and acquire new skills in leadership, hospitality, and food issues.
  • Upholds and promotes the social, environmental, and economic sustainability of the café as outlined in the cooperative’s constitution
  • Ensures the financial viability of the Hive Cafe and work in collaboration with the BOD to ensure its financial sustainability.


  • Good problem-solving and improvising abilities
  • Works very well with others and in a team dynamic
  • Self motivated
  • Strong organizational skills, attention to detail, ability to prioritize workload
  • Has an understanding of the importance of maintaining good client relationships
  • Good understanding of google drive and its applications (google sheets, forms, etc)
  • Amazing organizational skills a must
  • Understanding of Concordia food groups an asset
  • Bilingual (French/English)


  • At least 2 years experience in a coordinator position, preferably pertaining to events, catering and event planning.
  • Experience in a role where multi-tasking skills were a must.
  • Experience working in a cooperative business model
  • Experience with invoicing and record-keeping
  • Experience working with Hospitality Concordia, Concordia Security, Concordia Student groups or a good understanding of the inner workings of Concordia University (not mandatory, but a definite asset)