Coordinator, Conference Services (Receptionist)

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of Canada's Top 100 Employers and one of Canada's Best Diversity Employers. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position is based out of Vancouver.

Salary Range: $53,000 to $55,000 annually

As a Conference Services Coordinator, you will be:

• Ensure that the first point of contact to the Conference Centres is welcoming, professional and friendly.
• Working in tandem with the Conference Services national team, Coordinators will manage the firm's event management system to coordinate all aspects for the activities in our Conference Centres which includes:
  • Maintaining visitor logs while ensuring confidentiality and security on the floor.
  • Ensuring the rooms reserved are suited for the hosts needs according to established procedure, updating as necessary.
  • Support firm members in the use of the EMS .
  • Communicate boardroom requirements and coordinate adjustments to other service providers such as AV and catering.
  • Aligning with the Conference Services Supervisors, Events team and catering providers to ensure all activities related to meetings or events are executed according to plan.
  • Accommodate last minute bookings and room modification requests and make adjustments to other bookings based on priority.
  • Ensuring all documentation, including meeting and event summaries and service orders are complete and accurate.
• Fostering strong client relationships as they relate to use of the Firm's conference centre for client needs.
• Maintaining security and confidentiality regarding both internal and external client meetings and interactions.
• Ensuring that the Conference floor is clean, tidy and welcoming at all times. Reporting any areas requiring repairs or maintenance to the appropriate personnel.
• Ensuring all visitors from other MT offices are provided with a security access card and assist them to reserve a working space as required. Co-ordinate with Facilities, IT and catering if necessary.
• Other duties as assigned

• In addition to the above duties and responsibilities, this role will also fulfill as back-up to the Facilities Coordinator in their temporary absence for on site requirements. Specific training will be offered.

• Work with Conference Services Supervisor and Events Manager to ensure quality assurance for all onsite events:
  • Coordinating both in-house third party providers and external vendors and suppliers in order to deliver on event needs pertaining to venues, rentals, entertainment
  • Working directly with the third party Food & Beverage partner's on-site supervisor to ensure catering activities are executed according to plan
  • Communicating audio-visual requirements to IT and ensuring they are in place for the event

As our ideal candidate, you will distinguish yourself by the following profile:

• Minimum of High School Diploma
• 3-5 years of related experience preferably in a professional hospitality environment.
• Professional certification and/or experience in Travel and Tourism, Hospitality and Hotel management, Event Planning is an asset.
• Exceptional interpersonal skills and customer focus. Strong professional demeanor. Personable, approachable disposition. Professional appearance (eg Business professional).
• Intermediate proficiency with MS Office (Word, PowerPoint, Outlook, Excel).
• Exceptional written and oral communication skills.
• Excellent time management, organizational and multi-tasking skills. Ability to work under pressure to meet critical deadlines, with a strict attention to detail.
• Ability to deal effectively with difficult situations; demonstrated effective problem-solving skills, discretion and patience.
• Strong process orientation. Effectively implements and adheres to existing processes. Proactively identifies and recommends opportunities for improvement.
• Ability to apply critical thinking in making day-to-day decisions, and in escalating and seeking supervisor assistance when appropriate.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.