Hospitality Coordinator

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.

Therate of pay for this role at the noted RRD location is $23.50 / hour. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include [a sign-on bonus of $XXXX,] overtime, shift differential, call-in, and/or stand-by pay. RRD's benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

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

Key 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 cafe needs.
• Maintain quality and cleanliness of conference rooms.
• Train and supervise temporary or event staff as needed.

Job duties

• 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.

Cafe Operations & Supply Management

• 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.
• Maintain equipment such as coffee machines, refrigerators, and water dispensers; coordinate repairs or servicing as needed.

Job qualifications

• 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.

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We're always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre--employment substance abuse testing.

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All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans