Meeting and Catering Services Assistant

  • Doctors of BC
  • Vancouver, BC, Canada
  • Dec 06, 2017
Full time Event Coordination Food/Beverage/Catering Meetings

Job Description

Meeting and Catering Services Assistant

Doctors of BC Jobs MEETI01061   Posted: December 5, 2017

  • Full-Time
  • Vancouver, BC, CAN

THE TEAM: IT and Infrastructure

The Information Technology and Infrastructure Department is responsible for the maintenance and smooth operation of all building physical plant and equipment as well as all computer hardware, software and networking facilities both inside and outside the Doctors of BC Offices. The Information Technology and Infrastructure team provides both hardware and software support as well as operational training and guidance to over 200 Doctors of BC team members working around the province. Team members have access to a variety of email, web, database and unified communications tools and resources to enhance their work experience. In addition to supporting network operations, Information Technology and Infrastructure team members manage all facets of building operations. This portfolio of responsibilities is widely varied, including building maintenance, supply management, vendor liaison, HVAC and lighting operation, parking and building security. Departmental team members are also responsible for ongoing management of our internal meeting and catering functions, hosting over 250 meetings every year.

THE JOB: Meeting and Catering Services Assistant                                                                  

Reporting to the Chief Infrastructure Officer the Meeting and Catering Services Assistant is responsible for efficient operation of the shared meeting facilities and associated catering resources. The Meeting and Catering Services Assistant ensures a high-quality, consistent and worry-free meeting experience for both organizers and participants. The Meeting and Catering Services Assistant also ensures that the staff lounge and all departmental coffee stations are properly supplied and maintained in a professional image.

WHAT SUCCESS LOOKS LIKE

  • Managing requests for meeting space from meeting organizers and book according to specifications, updating internal and public meeting calendars.
  • Liaise with meeting organizers to ensure any special meeting requirements are addressed
  • Assign meeting space and order catering as required as well as overseeing catering staff when they are in the building.
  • Coordinate with other Infrastructure staff to configure meeting spaces as appropriate.
  • Work closely with the external catering team to ensure that the highest standards of service and professionalism are offered at all times to internal and external guests/clients.
  • Ensure that kitchen, lounge and coffee station equipment is in good working order and notify the Infrastructure Coordinator to arrange repair as necessary.
  • Encourage full participation in the Doctors of BC recycling program
  • Receive invoices from the catering company, verify accuracy and create properly coded cheque requests for Finance.
  • At all times, ensure that the Doctors of BC kitchens, staff lounge, coffee stations and meeting rooms reflect professionalism.
  • Order coffee station supplies as necessary to ensure the lounge and departmental areas are appropriately supplied.
  • Load and unload dishwashers and restock coffee stations with adequate clean dishes and cutlery.
  • Performing other general office duties as may be required during low-activity periods.

WHAT YOU BRING 

  • High school graduation. Experience with event coordination or meeting organization would be an asset.
  • Familiarity with MS Office suite, Outlook, Excel, Word.
  • Ability to manage and reconcile competing priorities.
  • Outstanding attention to detail, organized, resourceful and efficient.
  • Ability to set-up and maintain electronic and paper files.
  • Ability to maintain composure under pressure and use diplomacy at all times.
  • Demonstrated ability to work independently and as a member of the team as well as being flexible and adaptable. 

COMPETENCIES

Building Relationships  

Establishes and maintains relationships with peers and contacts with access to information and to key business partners. Shares information and advice on how to get things done and who to involve. 

Communication for Results

Converses with, and writes to, peers in ways that support transactional and administrative activities. Seeks and shares information and opinions. Explains the immediate context of the situation, asks questions with follow-ups, and solicits advice prior to taking action. 

Problem Solving

Investigates defined issues with uncertain cause. Solicits input in gathering data that help identify and differentiate the symptoms and root causes of defined problems. Suggests alternative approaches that meet the needs of the organization, the situation, and those involved. Resolves problems and escalates issues with suggestions for further investigation and options for consideration as required. 

Initiative

Seeks out new challenges that require risk taking. Determines the resources, team support, and technical needs necessary to enable success and procures them. Keeps responding to the challenge in spite of obstacles and setbacks. 

Thoroughness

Demonstrates operational agility. Uses organizational systems that result in multiple critical activities to be identified and completed on time. Renegotiates priorities as necessary. Puts systems in place and uses them to monitor and detect errors and problems. Tests and inspects outputs and applies quality checks prior to work submission.

Country

Canada