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Client Centre Coordinator/Catering Clerk

Posted: October 12, 2017 Company: DLA Piper (Canada) LLP
Address: Suite 2800 - 666 Burrard Street, Vancouver, B.C. Postal Code: V6C 2Z7
Location: Vancouver Contact:
Phone: Fax:
E-mail: Website: www.dlapiper.com

DLA Piper is a global law firm with lawyers in the Americas, Asia Pacific, Europe and the Middle East, positioning us to help companies with their legal needs around the world. DLA Piper (Canada) LLP is one of Canada’s leading law firms with a team of innovative, proactive and dedicated lawyers, administrative and support staff who serve our clients in Canada, the Pacific Rim and around the world. As one of British Columbia’s Top Employers from 2007 to 2017, we offer competitive salaries and benefits including a generous, top-rated employee pension plan. We believe that all members of our team need to work together to provide world class service to our clients.

If you are talented in providing unprecedented service, are enthusiastic and a team player, we are looking for you! We are currently looking for a Client Centre Coordinator / Catering Clerk to join our Office Services department and invite you to review the job description.

The Client Centre Coordinator / Catering Clerk works with the Client Centre Coordinator and is responsible for maintaining various staff coffee centres throughout the Vancouver office, and for providing support for meeting and catering services in the Client Centre. This position is ideal for an individual who values providing world class customer/client service and can deliver this high level of service. The hours of work for this role are from 7:00 am to 3:00 pm (Monday through Friday).

Duties & Responsibilities

  • Prepare coffee in the cafeteria on the 28th floor and in the coffee stations located throughout the office. Order and replenish coffee supplies, catering supplies and ensure all coffee station equipment is operational; maintain the cleanliness of these coffee station areas, including changing coffee pots regularly and cleaning the fridges every three weeks;
  • Check dishwashers located on the 27th and 29th floors. Collect, wash, and put away dirty dishes from each floor;
  • Maintain a polished presentation of meeting rooms for morning or previous night meetings. Collect, clean and put away dishes from the meeting rooms;
  • Set up for morning functions, including meeting required catering and equipment to meeting rooms before meeting start times;
  • Order catering supplies once a week, check orders upon arrival and put supplies away; review, approve and code all catering supply invoices;
  • Provide follow up phone calls or emails to confirm meeting room booking requests for morning meetings, if necessary;
  • Ensure all requested audio visual and technical equipment is arranged and set-up prior to scheduled morning meetings, if necessary;
  • Maintain and order supplies for lawyers’ lounge. Set up and clear lawyers’ lounge when required;
  • Backup Receptionist as needed.

    When the primary Client Centre Coordinator is not on duty or absent, it is the responsibility of the secondary Client Centre Coordinator/Catering Clerk to be fully versed in all aspects of the primary Coordinator’s duties, and take on these tasks, including:

  • Confirm scheduled meetings and coordinate any applicable catering requirements;
  • Coordinate with cafeteria staff to arrange catering needs;
  • Responsible for set-up and presentation of catering requests in meeting rooms;
  • Ensure all requested audio visual and technical equipment are arranged and set-up prior to scheduled meetings;
  • Provide follow up telephone or email confirmations of meeting room booking requests;
  • Clean up meeting rooms promptly after meetings and ensure the Client Centre is presentable at all times;
  • Re-stock meeting rooms with supplies (i.e.: pens, paper, notepads, etc.) including updated information lists and procedural instructions;
  • Maintain and order supplies for lawyers’ lounge. Set up and clear lawyers’ lounge when required;
  • Assist in other Office Service Departments if time permits;
  • Other duties as required.

Knowledge, Qualities & Experience Required

  • Minimum of 2-3 years experience in a similar role in a large office environment;
  • Foodsafe certificate an asset;
  • Superior customer / client services skills required;
  • Strong computer skills required;
  • Able to learn how to use and troubleshoot audio visual and technical equipment used for meetings, experience ideal;
  • Able to meet requests in a timely manner and ensure appropriate response times;
  • Dedicated to providing quality service to clients and consistently meet expectations by providing service beyond expectation;
  • Excellent communication (written & verbal) and interpersonal skills with the ability to listen effectively, respond appropriately, and maintain a mutual comfort level while relating to a diverse group of individuals;
  • Strong ability to manage multiple internal clients and remain productive within a time-sensitive and fast-paced environment;
  • Excellent organizational and time management abilities required;
  • Proven problem-solving skills with the ability to visualize and deliver creative solutions;
  • Ability to multitask, establish priorities, work independently, and proceed with objectives under minimal supervision.

To apply for this position, please visit the Careers page of www.dlapiper.com: https://www.dlapiper.com/en/canada/careers/careersdetailpages/canada/professional-staff/

We thank all candidates for their interest, however, only short-listed candidates will be contacted.