Client Experience Coordinator

8 months ago

Toronto, Canada Arbitration Place Full time

Your enthusiasm for exceeding client expectations will reinforce the exceptional reputation of Arbitration Place as a world class Arbitration Centre where hospitality and legal expertise meet. Your interactions will affirm to our valued clients that working with us is an experience, not a transaction.

The Client Experience Coordinator is responsible for managing seamless and luxurious operations in the Front of House at Arbitration Place. As the welcoming face of Arbitration Place, they have a dynamic role, anticipating needs and fulfilling client requests with attention, care, and discretion. From the moment clients and roster members arrive, it is their responsibility to welcome them into the space, familiarize them with the facilities, and ensure their every need is met. They act as a point of contact while on-site for clients, delegates necessary client tasks within the team, and coordinates with the operations and booking teams. They can step in as an on-site assistant to roster members, when required. They take additional responsibility for providing exceptional food and beverage offerings during meeting breaks. These offerings include hot and cold beverages, specialty coffee and teas, food prepared in house, and/or external catering from appropriate vendors. During special events, they serve wine in accordance with ACGO policies.

**Responsibilities**:

- Develop and implement a comprehensive facilities management strategy aligned with the organization's goals and objectives.
- Conduct regular assessments to identify current and future facility needs and recommend improvements or modifications.
- Collaborate with stakeholders to define space requirements, allocate resources, and optimize facility utilization.
- Ability to research and remain current on regulations and by-laws for safe workplaces and food premises requirements.
- Oversee the day-to-day operations, maintenance, and repair activities of all facilities, including buildings, grounds, mechanical and electrical systems, HVAC, plumbing, and security.
- Ensure compliance with all relevant regulations, codes, and safety standards.
- Implement preventive maintenance programs to minimize downtime, extend equipment lifespan, and reduce costs.
- Manage vendor relationships, negotiate contracts, and supervise service providers for facility maintenance and repair services
- Complete general admin duties as required
- Comply with all company processes and make recommendations to streamline and simplify business processes if/where applicable
- Develop and manage the facilities department budget, tracking expenses, and implementing cost-control measures.
- Conduct regular financial analyses to identify potential cost-saving opportunities and propose solutions.
- Prepare and present reports on budget status, project updates, and key performance indicators to senior management
- Develop reports on spending, waste management
- Appropriately log food waste and pest control measures.
- Plan and execute facility-related projects, including renovations, expansions, and relocations.
- Coordinate project activities, oversee contractors, and ensure adherence to project timelines and budgets.
- Collaborate with internal teams to assess project requirements, develop scopes of work, and ensure seamless project execution.
- Implement environmentally-friendly practices and initiatives to promote sustainability and energy efficiency within the facilities.
- Evaluate and recommend renewable energy sources and eco-friendly technologies to reduce the organization's carbon footprint
- Conduct training in front of house operations and food and beverage tasks.
- Ensure compliance with by-laws, inspection regulations, and best practices.
- Ensure currency in certifications of staff on-site.
- Quality control.
- Menu rotation with cost considerations.
- Place orders for external catering.
- Quality control assessment of external catering upon delivery.
- Scale food and beverage offerings based on client volume and service level.
- Preparation for health inspector visits to include compliance with the space, records, and pest control logs.
- Ensure health and safety measures are adhered to, log incidents, identify liabilities and develop anticipatory solutions for risk mitigation.
- Facilitate client safety during emergencies such as evacuation during fire drills, or personal medical emergencies awaiting ambulatory services.
- Food and Beverage Responsibilities
- Coffee and tea service.
- Preparation of specialty espresso beverages, tea, and non-caffeine beverages
- Purchasing low risk food items from approved suppliers.
- Preparation, plating, and presenting specific food items from an existing menu.
- Temperature checks, safe rotation of displays.
- Waste mitigation, storing of unused food.
- Plating and presenting externally catered food.
- Maintaining cleanliness of food spaces and equipment.
- Anticipatory service to clients as an on-site personal concierge.
- Develop re

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