Conference and Catering Coordinator

Company: Beacon Hill Staffing Group, LLC
Location: New York
Posted on: April 12, 2025

Job Description:

High-end law firm located in Midtown, Manhattan is seeking to hire a Temp-to-Perm Conference Catering Coordinator to join their team! The Conference & Catering Coordinator is responsible for helping to oversee the systems and process of day-to-day functions for in-office catering and meetings, with an eye towards exceptional customer service to internal and external clients and guests. They will coordinate with the receptionist, facilities coordinator, office assistant and other departments in overseeing the seamless operation and maintenance of conference room set up, internal catering, kitchens, and inventory. This role requires 5 days in-office from the hours of 8am-5pm with availability for paid OT.

Making sure you fit the guidelines as an applicant for this role is essential, please read the below carefully.

Main Responsibilities:

Conference Rooms & Catering
Coordinate all in-house catering for meetings and in-office events.
Coordinate with internal meeting hosts and guests to select menu items while accommodating special dietary restrictions. Issue menu options and provide suggestions to those requiring food during meetings.
Keeps up to date on alcoholic beverage serving rules for NY.
Place orders, monitor food services, and ensure on-time delivery and setups. Coordinate daily logistics with reception and facilities staff to ensure timely set-up and takedown of all catering.
Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival, and confirm the accuracy of order upon arrival.
Support the Office Coordinator in any catering setup required for special events, including but not limited to setting up event tables, linens, decor, staffing, entertainment, operations, and materials.
Review, approve, and process invoices related to catering and food ordering for kitchens and pantries within budget guidelines.
Review and develop standard layouts for meetings.
Work alongside receptionists to monitor conference room scheduling and navigate conflicts, act quickly to resolve problems and use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
Coordinate with facilities coordinator to ensure all contracts and certificates of insurance are for all meetings and special events
Work closely with facilities staff and IT to ensure proper set up. Respond promptly to resolve issues with excellent customer service.
Maintain exemplary appearance of the entire office space by stocking and staging all conference rooms.
Meet with vendors making deliveries or company representatives arriving to service the office.
Monitor, reconcile, and track catering expenses and submitting electronically for payment.
Evaluates, recommends, and cultivates relationships with caterers for preferred and alternate vendor lists.


Kitchens & Pantries
Manage the inventory and orders of kitchen supplies.
Maintain kitchens to ensure they are tidy and stocked appropriately with all day-to-day essentials. Regular wipe down all coffee stations and kitchens throughout the day. Run dishwashers, restock items, etc.
Maintains inventory of consumable goods, meeting room accessories and kitchen items. Sets exceptional guidelines for food and beverage selection and presentation.
Set up daily breakfasts and weekly Frunch.
Regularly cleans out kitchen pantries and refrigerators for perishable and expired goods.


Additional Responsibilities
Exercise care in the course of work to prevent injuries to oneself and co-workers.
Back up Receptionist by receiving incoming calls on multi-line switchboard and accurately facilitate calls.


Qualifications:
Minimum 3+ years of office services experience in a professional services environment.
Ability to handle light lifting (30lbs) and minor office repairs.
Knowledge of MS Word, Outlook, Excel.
Proactive in anticipating problems before they arise, initiating projects that provide improvements and long-term solutions.
Ability to work independently, multi-task and prioritize effectively.
Strong detail orientation, time management and problem-solving skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities and projects in a fast-paced environment.
Ability to work cooperatively and flexibly with a varied team of people.
Customer focused mindset.
Exceptional time management skills.
Excellent organizational skills and attention to detail.
Ability to take initiative, complete projects independently and juggle multiple priorities.
Highly self-motivated, energetic, self-starter, flexible attitude, adaptable team player.
Pleasant and professional demeanor with clear speaking voice.
Ability to work well with clients, support staff and attorneys without supervision.
Excellent organizational skills, competent in vendor management and problem-solving abilities.
Ability to work well under pressure and perform repetitive tasks.
Ability to handle customer complaints in an effective and tactful manner.
Punctual


Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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