Hospitality Coordinator

RR Donnelley•Chicago, IL

4d•$24•Onsite

About The Position

The Hospitality Coordinator is responsible for managing catering services, café 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 café 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.

Requirements

High school diploma or equivalent.
Minimum (1) year professional experience preferably in hospitality, restaurant or housekeeping industry.
Able to make independent decisions that conform to business needs and policy.
Strong interpersonal communication skills required.
Excellent organizational skills required.
Must be able to meet deadlines and complete all projects in a timely manner.
Strong attention to detail is required.
Must work well in a team environment.
Professional attire and demeanor required.
Good written communication skills.
Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
Ability to work in a fast paced, high-energy environment.
Ability to work on multiple projects simultaneously.
Ability to operate basic audio/visual equipment.
Professional telephone demeanor.
Ability to anticipate client’s needs for meetings and events.
Must be self-motivated with a positive can-do attitude.
Proven customer service skills are required to create, maintain and enhance customer relationships.

Responsibilities

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 café 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. 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 cafés and pantry areas.
Monitor and manage inventory of food, beverages, and hospitality supplies.
Place and track orders for café and pantry stock, ensuring timely replenishment.
Maintain equipment such as coffee machines, refrigerators, and water dispensers; coordinate repairs or servicing as needed.