Hospitality Coordinator

Company Description

Williams Lea by RRD is a global business support services company with a strong legacy-over 200 years of experience delivering world‑class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world‑especially within legal, financial, and professional services industries.

We're a people‑powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it's supporting law firms with critical document production or helping financial institutions manage high‑volume print and digital communications, we're the behind‑the‑scenes team making everything run smoothly.

The Hospitality Coordinator is responsible for managing catering services, cafe operations, and hospitality logistics within a corporate office environment. This role ensures high‑quality food service delivery, accurate billing, and seamless coordination between vendors, internal teams, and facilities. The Hospitality Associate also oversees cafe upkeep, supply inventory, and equipment maintenance to support a welcoming and efficient workplace experience. The ideal candidate is detail‑oriented, customer‑focused, and thrives in a fast‑paced corporate environment.

Pay: $23.50

Shift: Monday‑Friday, 7:30am to 4:30pm (flexibility required)

• Coordinate catering orders for meetings, events, and weekly food programs across the office.
• Manage delivery timelines and ensure all catering components are executed smoothly.
• Ensure compliance with health and safety regulations.
• Support ongoing efforts for catering services, including tastings and events.
• Liaise with approved vendors to ensure timely delivery, accurate orders, and quality presentation.
• Maintain and track catering expenses and reconcile invoices against purchase orders and delivery records.
• Assist in developing and updating catering menus and vendor lists.
• Ensure compliance with food safety and corporate policies.
• Support special events and workplace experience initiatives as needed.
• Serve as the point of contact for internal teams regarding catering and cafe needs.
• Maintain quality and cleanliness of conference rooms.
• Train and supervise temporary or event staff as needed.

• Check the conference room and meeting schedule throughout shift and make note of any changes to ensure meetings are set‑up accurately.
• Set up conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etc.
• Clean up conference rooms after use and return property to vendors if necessary.
• Prepare coffee and other beverages in assigned kitchens each morning.
• Clean up coffee makers Pantry in each kitchen in the evening and throughout the day.
• Communicate with supervisor or client on meeting request concerns or deadline issues.
• Maintain inventory of catering supplies and order supplies as needed.
• Place orders for food and beverages for use during meetings.
• Coordinate and act as liaison with personnel, food merchants, selected contact and outside vendor(s) to ensure the pricing is competitive and reviewed quarterly.
• Ensure the value‑added products and services are secured at competitive rates that have been vetted.
• Perform appropriate vendor selection and management associated with department services and/or products.
• Assist in training new hires.
• Prioritize workflow.
• Assist in process improvement ideas.
• Answer telephone in Office Services center.
• Adhere to Williams Lea policies in addition to client site policies.
• Use equipment and supplies in a cost‑efficient manner.
• Must be able to lift up to 50 lbs. on a regular basis.
• Provide back‑up support to Reception and/or Office Services as needed.

• Oversee daily upkeep and cleanliness of office cafes and pantry areas.
• Monitor and manage inventory of food, beverages, and hospitality supplies.
• Place and track orders for cafe and pantry stock, ensuring timely replenishment.
• M…