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High-end law firm located in Midtown, Manhattan is seeking to hire a Temp-to-Perm Conference Catering Coordinator to join their team! The Conference & Catering Coordinator is responsible for helping to oversee the systems and process of day-to-day functions for in-office catering and meetings, with an eye towards exceptional customer service to internal and external clients and guests. They will coordinate with the receptionist, facilities coordinator, office assistant and other departments in overseeing the seamless operation and maintenance of conference room set up, internal catering, kitchens, and inventory. This role requires 5 days in-office from the hours of 8am-5pm with availability for paid OT.
Main Responsibilities:
Conference Rooms & Catering
- Coordinate all in-house catering for meetings and in-office events.
- Coordinate with internal meeting hosts and guests to select menu items while accommodating special dietary restrictions. Issue menu options and provide suggestions to those requiring food during meetings.
- Keeps up to date on alcoholic beverage serving rules for NY.
- Place orders, monitor food services, and ensure on-time delivery and setups. Coordinate daily logistics with reception and facilities staff to ensure timely set-up and takedown of all catering.
- Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival, and confirm the accuracy of order upon arrival.
- Support the Office Coordinator in any catering setup required for special events, including but not limited to setting up event tables, linens, decor, staffing, entertainment, operations, and materials.
- Review, approve, and process invoices related to catering and food ordering for kitchens and pantries within budget guidelines.
- Review and develop standard layouts for meetings.
- Work alongside receptionists to monitor conference room scheduling and navigate conflicts, act quickly to resolve problems and use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
- Coordinate with facilities coordinator to ensure all contracts and certificates of insurance are for all meetings and special events
- Work closely with facilities staff and IT to ensure proper set up. Respond promptly to resolve issues with excellent customer service.
- Maintain exemplary appearance of the entire office space by stocking and staging all conference rooms.
- Meet with vendors making deliveries or company representatives arriving to service the office.
- Monitor, reconcile, and track catering expenses and submitting electronically for payment.
- Evaluates, recommends, and cultivates relationships with caterers for preferred and alternate vendor lists.
Kitchens & Pantries
- Manage the inventory and orders of kitchen supplies.
- Maintain kitchens to ensure they are tidy and stocked appropriately with all day-to-day essentials. Regular wipe down all coffee stations and kitchens throughout the day. Run dishwashers, restock items, etc.
- Maintains inventory of consumable goods, meeting room accessories and kitchen items. Sets exceptional guidelines for food and beverage selection and presentation.
- Set up daily breakfasts and weekly Frunch.
- Regularly cleans out kitchen pantries and refrigerators for perishable and expired goods.
Additional Responsibilities
- Exercise care in the course of work to prevent injuries to oneself and co-workers.
- Back up Receptionist by receiving incoming calls on multi-line switchboard and accurately facilitate calls.
Qualifications:
- Minimum 3+ years of office services experience in a professional services environment.
- Ability to handle light lifting (30lbs) and minor office repairs.
- Knowledge of MS Word, Outlook, Excel.
- Proactive in anticipating problems before they arise, initiating projects that provide improvements and long-term solutions.
- Ability to work independently, multi-task and prioritize effectively.
- Strong detail orientation, time management and problem-solving skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and projects in a fast-paced environment.
- Ability to work cooperatively and flexibly with a varied team of people.
- Customer focused mindset.
- Exceptional time management skills.
- Excellent organizational skills and attention to detail.
- Ability to take initiative, complete projects independently and juggle multiple priorities.
- Highly self-motivated, energetic, self-starter, flexible attitude, adaptable team player.
- Pleasant and professional demeanor with clear speaking voice.
- Ability to work well with clients, support staff and attorneys without supervision.
- Excellent organizational skills, competent in vendor management and problem-solving abilities.
- Ability to work well under pressure and perform repetitive tasks.
- Ability to handle customer complaints in an effective and tactful manner.
- Punctual
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