Hospitality Coordinator

Calgary, AB, CA- Nov 18, 2024

Dentons is designed to be different. Our firm leads the way in a rapidly changing legal marketplace. We challenge the status quo and deliver consistent results as well as uncompromising quality and value to our clients. Our global presence is renowned as a firm with over 21,000 individuals in more than 200 offices serving clients across 80+ countries.

Dentons Canada is committed to its people and communities. We are consistently recognized as an employer of choice having received numerous awards including being selected as one of Canada’s Top 100 Employers (2025); Canada’s Top Employers for Young People (2024), and Canada’s Best Diversity Employers (2024).

This role is an opportunity for you to join the world’s largest law firm, a firm that offers opportunities to build your career while growing your skills and deepening your expertise.

**SUMMARY**

The Hospitality Coordinator is responsible for providing exceptional customer service to both internal and external clients in addition to supporting a variety of internal & external events and meetings. The Hospitality Server is responsible for delivering consistently high standards of maintenance of for all office common areas including kitchens, lounge, meeting spaces and touchdown stations.

Some problem solving and troubleshooting conflicting timelines, budgets, and requests, in coordination with leaders and the reception team, will be required. This role is an in-office position.

The main functions of this role include, but are not limited to the following below:
**JOB DUTIES**

Hospitality
- Maintain inventory and place orders for items that are low in stock
- Unload deliveries and replenish coffee station supplies
- Ensure coffee station and lounge cleanliness on a routine basis including unloading/loading the dishwashers
- Prepare meeting rooms for clients and guests, including meals, beverages, supplies (i.e. tissue, pens) etc.
- Clean all meeting rooms following the conclusion of each meeting
- Ensure Touchdown station cleanliness/readiness prior to assigning guests, and post-use maintenance
- Maintain and stock the servery kitchen with all necessary supplies
- Routine cleaning of Fridges and Microwaves on all office floors
- Source a core list of innovative, diverse, quality food and beverage vendors
- Request catering quotes and provide recommendations on the most economical choices to match the event
- Support the organizing of routine firm events and catering requirements, in partnership with Internal Operations and Events Coordinator, and/or Client Development teams, and other stakeholders
- Assist Social Committee with event research and preparation (i.e., quotes, ideas)
- Monitor trends within the hospitality industry and make suggestions based on recent findings
- Efficient and professional event set-up, decoration, maintenance and take down services
- Submit invoices to accounting for payment
- Adhere to hospitality GL’s and budgets
- Prepare and submit within the required format all annual budgetary information and updates as required
- Research and present findings when ordering coffee station machines/supplies and coordinating the installation of selected equipment and scheduling of coffee machine maintenance
- Proactively plan schedules on a weekly basis and adjust on a daily basis - adapting start/end times where required to ensure seamless client and internal events support and experience
- Prepare event summaries for future reference and best practice recordkeeping
- Ensure accurate and timely submission of all reports and administrative work

Reception
- Provide professional, friendly, and concise reception coverage when needed to accommodate any staff shortages, lunches, and other periods, which include:

- Greet clients and visitors in a friendly and professional manner
- Book meeting rooms on Meeting Room Manager (MRM) including meals, beverages etc.
- Offer refreshment to clients and visitors while they wait, maintain a tidy reception and client waiting area, organize newspapers, etc.
- Assist staff members with other tasks as may be required, i.e., reporting, data entry, administrative duties
- Participate in the Firm's Emergency Response and security procedures (fire warden, first aid)
- Assisting other office services teams on occasion, as required
- Other duties as assigned

**CORE COMPETENCIES**
- Attention to Detail
- Accountability and Dependability - time management and efficiency-driven
- Client-Focused Service
- Planful - Planning and Organizing
- Teaming - Building Relationships and Belonging
- Communication
- Collaboration
- Problem Solving
- Business Acumen - Negotiation

**REQUIREMENTS**
- Minimum two (2) years hospitality industry experience or equivalent experience
- Ability to schedule and prioritize to meet conflicting needs
- Strong time management skills
- Ability to express ideas clearly in both written and oral communications
- Ability to walk and stand for long pe