Hospitality Coordinator

WeirFoulds LLP; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

WeirFoulds LLP is seeking a highly organized and proactive Hospitality Coordinator to join their Business Services team in Toronto. This full-time, permanent role focuses on delivering exceptional service in reception and boardroom facilities, requiring strong organizational skills and attention to detail. The ideal candidate will coordinate events, manage vendor relations, and oversee day-to-day operations, contributing to a professional work environment. This position involves significant interaction with both internal and external stakeholders.

Qualifications

• Proven experience in facilities management, event coordination, or hospitality.
• Strong organizational skills with ability to manage multiple tasks.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinating guest/client visits and managing boardroom facilities.
• Overseeing hospitality facilities and ensuring they are well-maintained.
• Managing budget for catering and boardroom operations.

Skills

Organizational skills

Communication skills

Attention to detail

Flexibility

Education

Experience in facilities management or hospitality

Tools

Microsoft Office Suite

Job description

Join to apply for the Hospitality Coordinator role at WeirFoulds LLP

Join to apply for the Hospitality Coordinator role at WeirFoulds LLP

We are looking for a highly organized and proactive Hospitality Coordinator to join our Business Services team on a full-time permanent basis. This role reports to the Director of Marketing and Business Development and also works closely with the firm’s Facilities Manager.

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 managing the boardroom facilities, including room bookings, coordinating set-up arrangements, catering arrangements with vendors, 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 external and internal stakeholders.

This is a full-time, permanent opportunity - 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.

Key Responsibilities

• 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.
• Oversee the day-to-day operations and coordination of the hospitality facilities, which includes the reception, client boardrooms and internal staff kitchens and lounges (3-floors). Ensuring these facilities are well-maintained, clean, and equipped with necessary amenities and other necessary arrangements for meetings and events.
• 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.
• 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.
• Provide daily reception coverage to the receptionist during breaks, at lunch time and during planned vacation or unplanned absences as and when needed.
• Safeguard our premises through strict security and office protocols including opening and / or closing the main reception area.
• Assists in managing the budget for catering and boardroom operations, ensuring cost-effective solutions.
• Responsible for ordering and maintaining the beverage inventory.
• Provide on-site support during larger client meetings and events to ensure everything runs smoothly and working in close collaboration with the Events Specialist.
• Provide administrative support as needed, including preparing reports, maintaining records related to boardroom and catering activities, vendor invoice management which includes the monthly tracking against budget and submission of invoices in the finance system.
• Assist with other marketing administrative requests such as collateral sourcing and managing the firm’s store inventory.
• Other duties and projects as assigned.

Required Skills & Qualifications

• Proven experience in facilities management, 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 cover letter and resume attached (preferably in one 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 at [emailprotected] .

We thank all candidates for their interest; however, only those selected for further consideration will be contacted.

Seniority level

Seniority level

Associate

Employment type

Employment type

Full-time

Job function

Job function

Customer Service and Administrative

Law Practice and Legal Services

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