Hospitality Assistant

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,300 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path.

We are currently seeking a Hospitality Assistant to join our Operations team in our Vancouver Office. The successful candidate will provide administrative and catering support by assisting with meeting planning, coordinating food and beverage services, liaising with external vendors and collaborating with members from other departments to meet the needs of internal and external events.

Major Responsibilities

• Prepare catering and beverage orders for the client centre and regular boardrooms throughout the day and approve food and beverage presentation before being taken to boardrooms
• Answer inquiries and assist Firm members with boardroom and Hospitality requests and set up all orders in the boardrooms, refresh beverages as needed, and clean up after every meeting
• Ensure that all food and beverage orders are set-up and cleared from boardrooms in the most timely and efficient manner
• Maintain inventory levels, such as wine orders, after-hour snacks, coffee, tea, etc. Ensure stocks are adequately replenished on a regular and consistent basis
• Ensure all kitchens are maintained to Firm standards by verifying that coffee and dishwashing machines are operating properly, stocking necessary supplies such as coffee, sugar, cream, milk, cutlery, plates and glasses, and cleaning sinks, refrigerators, microwaves and countertops
• Ensure all boardrooms are kept clean and reports any damages to boardrooms which requires repair, for example, dirty carpets and scratches on furniture
• Assist with the set-up of boardrooms for special functions
• Provide reception coverage periodically and perform some reception tasks which includes answering the main phone line, greeting and directing guests as appropriate, etc.
• Process boardroom meeting requests for Firm members ensuring proper coding in the Firm’s Event Management System (“EMS") and coordinating requested catering components
• Process monthly credit card reconciliation which includes compiling catering invoices and receipts, verifying them in the EMS system and the credit card breakdown
• Complete bi-weekly invoice posting through EMS
• Occasional assistance with events outside of regular working hours may be required and will be compensated accordingly
  
  

Position Requirements

Education and Experience

The position requires a high school diploma, as well as two years of experience working in a catering/hospitality role. Reception and customer service experience will be considered an asset. An equivalent combination of education, training and experience may be acceptable. Experience in a professional services firm is an asset.

Hours of work

This is a 40-hour per week position. Hours of work will be discussed during the interview process. The incumbent will work five days in the office.

Knowledge and Skills

• Customer service oriented
• Oral communication and interpersonal skills required to interact with many individuals including lawyers and external clients
• Ability to effectively time manage and multi-task
• Problem solving skills required to resolve challenges in an expedient fashion
• Basic arithmetic skills required (i.e., to perform inventory)
• Knowledge of computer applications (Event Management System – EMS, Outlook)
  
  

Reports

• Direct: Supervisor, Hospitality
• Indirect: Director, Talent & Operations
  
  

Compensation:

The typical hiring salary range for this position is $50,000 - $56,000 annually; the base pay offered may vary depending on job-related knowledge, skills, experience, internal and market equity.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

For the safety of firm members and visitors, Osler is committed to complying with the recommendations of public health authorities, including with respect to adopting mandatory vaccination policies. Employment at Osler is therefore conditional on complying with any vaccination policies that Osler may adopt from time to time in response to the recommendations of public health authorities.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.