Facilities and Hospitality Coordinator

Position Overview: The Facilities and Hospitality Coordinator plays a crucial role in ensuring seamless execution of internal and external events and keeping the firm tidy and organized. This role involves coordinating services and facilities for internal and external meetings and other events and providing housekeeping services as well as providing some administrative support, all aimed at enhancing the overall client experience and the firm’s internal operations.

Key Responsibilities:

Event Planning & Coordination:

• Coordinate facility needs for internal meetings, client meetings, and firm events including furniture configurations and necessary AV equipment
• Manage catering, including ordering, pick up and/or delivery and setup and cleanup of events
• Monitor meeting schedules and proactively prepare rooms in advance
• Maintain the calendar of firm events and ensure adequate and appropriate resources are available
• Responsible for coordinating the needs of guest attendance in-office events, ensuring seamless operations and positive client experiences
• Where required, manage lawyers registration in firm events and external presentations
• Research and book external facilities, including conference rooms, restaurants and catering
• Organize and supply internal firm events (muffin Wednesdays, candy Fridays, monthly events like hot chocolate or sundae bar)

Administration & Facilities Upkeep:

• Manage the firm’s beverage supply and maintain inventory levels for client meetings and events.
• Ensure all kitchens are fully stocked with necessary utensils/serving ware/dishes/etc.
• Maintain cleanliness in all kitchen areas, including emptying dishwashers, wiping tables and counters, and organizing refrigerators and cupboards. Remove and replace broken or mismatched items as needed.
• Keep boardrooms organized and presentable by straightening chairs, cleaning tables, and ensuring floors are vacuumed.
• Perform occasional dusting of offices and common areas to maintain a clean and professional workspace.
• Actively participate in the office Health & Safety Committee. Act as the one of the firm’s Fire Wardens and on-site first aid attendants.
• Liaise with vendors and building management as required
• Assist with light administrative or facilities-related tasks when needed
• Provide reception coverage as needed, ensuring that clients and visitors have a welcoming and professional experience.

The successful candidate must have the following experience and/or demonstrated skills:

• Polished, professional demeanor with excellent interpersonal skills; able to work collaboratively while also demonstrating initiative and independence.
• Ability to manage multiple priorities and respond effectively in a fast-paced setting.
• Strong service skills, with the ability to anticipate needs and deliver a consistently high standard of client and internal team experience through clear verbal, written, and active listening skills.
• Flexible availability, including occasional overtime, to support events or operational needs. Must be available to stay late on the evenings of the monthly partners meetings.
• Knowledge of food safety and hygiene standards. Food safe certification is an asset.
• Physically capable of lifting up to 40 lbs independently and able to perform light physical tasks as required.
• Previous experience in a similar role in an office environment is an asset
• Basic Occupational First Aid (OFA) certification is an asset.

The Extras

• Benefits package: Comprehensive health coverage for you and your family, including prescriptions, dental care, paramedical services, life insurance, long-term disability, and access to an employee assistance program
• Recognition: Opportunity for performance-based bonuses
• Social events: Regular in office socials, off-site events, staff appreciation week and more opportunities to connect
• Paid time off: Ample vacation allowance, including increased time accrued with seniority. We also offer generous sick and personal leave time
• Wellness: On-site gym access
• Work Satisfaction: A culture of mutual respect and collaboration, driven by outstanding individuals
• Transportation: We provide your choice of a parking spot or transit pass
• Great work environment: Our newly renovated, bright office located steps from Lonsdale Quay comes complete with a beautiful deck with a view of Burrard Inlet and access to a variety of restaurants and shops and a seasonal farmers market

About Us

At Ratcliff LLP we act as trusted advisors, advocates and representatives, taking a purpose-driven approach to advancing our clients’ interests and building a just and equitable future in which the people and communities we serve can flourish. We are proud of having taken part in key moments in the development of Aboriginal law in this country and in the major milestones in the lives and businesses of our clients.

To apply, please forward your cover letter, resume and references to [email protected].

We thank all applicants for their interest, however, only those selected for an interview will be contacted. No phone calls please.