Catering Coordinator

Role Summary

We are looking for a highly organized and proactive
Catering Coordinator
to join our Business Services team. This role reports to the firm's Chief Client Officer and works closely with all business services units and other firm stakeholders.

In this role, you will be responsible for delivering exceptional services and seamless operations in our reception, boardroom and servery areas. You will be responsible for onsite catering and welcoming guests/clients at the reception. You should have excellent organizational skills, strong attention to detail, and the ability to liaise effectively with various personnel.

This is a full-time, permanent opportunity, with core work hours of Monday to Friday from 9:00 a.m. to 5:00 p.m. This position does not offer hybrid work arrangements; it requires working in the office full-time, five days a week.

Key Responsibilities

• Catering coordination with vendors to arrange food and beverage services which includes liaising with internal stakeholders to understand catering needs and ensuring dietary requirements and preferences are met for onsite meetings and events.
• Provide daily reception coverage at the front desk during breaks, at lunch time, end of day coverage and during planned vacation or unplanned absences. This will include:
• Answering and professionally managing all incoming calls through the main line.
• Directing calls to appropriate lawyers and staff members promptly and accurately.
• Greeting clients, guests, and visitors with warmth and professionalism.
• Responsible for ordering and maintaining internal supply of food and beverages.
• Responsible for receiving and processing catering invoicing.
• Managing the budget for catering operations, ensuring cost-effective solutions.
• Provide on-site support during larger client meetings and events.
• Coordinating all aspects of guest/client visits, meetings and hosted events, which includes utilizing the meeting room booking tool to pull daily/ weekly reports to plan accordingly.
• Vendor relations, which includes building relationships and contract management with vendors for catering, and security (as and when required) to ensure high-quality service and timely delivery.
• Safeguard our premises through strict security and office protocols including opening and/or closing the main reception area.
• Provide administrative support as needed, including preparing reports and maintaining records related to catering activities.
• Other duties and projects as assigned.

Required Skills & Qualifications

• Proven experience in catering and event coordination, hospitality or related role.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and experience with boardroom scheduling software would be advantageous.
• Attention to detail and a commitment to providing outstanding service.
• Ability to work collaboratively with other Business Services teams, and various internal and external stakeholders.
• Flexibility to adapt to changing priorities and handle last-minute requests.
• A Smart Serve Certificate would be highly advantageous but is not required.
• Overtime may be required for special events.

Candidates who meet the above qualifications are asked to apply online with a copy of their
resume and cover letter attached
(preferably together in a single file).

WeirFoulds welcomes applications from all qualified candidates. We recognize the need to demonstrate equity, diversity and inclusion in everything we do, and are committed to providing an inclusive work environment composed of people with diverse perspectives, backgrounds, identities and cultures.

Accommodations in accordance with applicable laws are available for applicants with disabilities. If you require an accommodation at any time during the recruitment process, please contact our Human Resources Team