Coordinator, Office Services

Weil, Gotshal & Manges LLP•Boston, MA

2d•$55,000 - $65,000•Onsite

About The Position

Coordinates all aspects of the food service activities, Conference Center services, and catering for the Firm’s special events and/or functions. Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Requirements

Minimum of High School Diploma or equivalent
Minimum two (2) years catering work experience in a professional food service environment, preferably in a law firm
Highly motivated, organized, accurate and detail-oriented
Working knowledge of Firm’s software applications and catering operations and equipment
Ability to prioritize multifaceted tasks/projects and meet specified deadlines
Ability to work independently and to function effectively in a fast-paced environment
Ability to lift boxes and/or items weighing up to a maximum of 20 pounds
Ability to work overtime hours, if needed or requested

Responsibilities

Lead the daily operation of the Firm's catering and food service program, ensuring exceptional quality, presentation, and service.
Plan, prioritize, and manage catering requests for meetings, client events, and Firm functions, ensuring all service requirements, timelines, and expectations are met.
Coordinate food and beverage orders through approved vendors and ordering platforms, ensuring accuracy, quality, timely delivery, and cost-effective solutions.
Manage relationships with catering vendors, monitor vendor performance, resolve service issues, and recommend enhancements to improve the Firm's catering program.
Oversee the preparation, presentation, and delivery of catering services to ensure all food and beverage offerings meet Firm hospitality standards.
Monitor and maintain inventory of beverages, pantry items, catering supplies, equipment, and related materials; forecast inventory needs and coordinate replenishment.
Provide day-to-day direction to Office Services Assistant(s) assigned to catering functions, ensuring timely setup, breakdown, room refreshes, and maintenance of pantry and catering areas.
Ensure all kitchen, pantry, and catering storage areas remain clean, organized, fully stocked, and operating in accordance with Firm standards and applicable health and safety guidelines.
Review catering requests and schedules to anticipate operational needs, identify potential conflicts, and proactively resolve issues before service delivery.
Monitor catering expenditures, obtain required approvals, reconcile vendor invoices, and ensure timely processing of catering-related expenses.
Evaluate catering operations and recommend process improvements, service enhancements, and cost-saving opportunities while maintaining a premium hospitality experience.
Serve as the primary resource for catering-related inquiries and coordinate with the Business Services Representative, Reception, and Office Services teams to ensure seamless meeting and event support.
Work overtime, including early mornings, evenings, and occasional weekends, as required to oversee and support on-site meetings, client events, and Firm functions that extend beyond regularly scheduled work hours.
Own the daily closing procedures for catering and hospitality operations by ensuring kitchen, pantry, and catering areas are secured, supplies are replenished, conference rooms and catering requirements are prepared for the following business day, and all spaces are left in a state of readiness to support seamless operations.
Complete and submit electronic timesheets and PTO requests in a timely manner.
Develop and maintain strong working relationships with vendors, attorneys, administrative staff, and Office Services personnel.
Adhere to Firm policies and procedures and support Firm initiatives.
Attend training classes and complete annual training requirements.
Maintain the confidentiality of all Firm and client matters.
Perform additional responsibilities and special projects as assigned by management.