The Hospitality Services Coordinator is responsible for executing and coordinating operations related to reception, service, and the overall experience of clients, guests, freelancers, and employees at Rodeo FX (Montr茅al). Organized, self-sufficient, and service-oriented, they ensure the readiness and quality of spaces and services (food, beverages, kitchens and service areas, event support) while maintaining high standards and a high level of discretion.
The role carries hands-on operational responsibility: daily execution, inventory, vendor coordination, basic budget tracking, and upholding standards.
Work arrangement
Full-time position, on-site 5 days/week at our Montreal studio. Primarily daytime hours, with flexibility required to support client visits, events and production needs (evenings and/or weekends as needed).
Key Responsibilities:
Daily operations (spaces, kitchens, service areas)
- Ensure hospitality areas (kitchens, refrigerators, service zones) are prepared, clean, and well organized, including daily replenishment and ongoing adherence to standards.
- Conduct simple, regular checks (presentation, hygiene, basic functionality) and quickly report and/or correct any issues.
- Set up and reset service stations as needed (visits, high-traffic days, internal events).
Supplies, inventory, and budget tracking
- In support of the manager, manage inventory, plan needs, and place orders (across multiple platforms), including pickups as needed, storage, and stock rotation.
- Maintain optimal stock levels to reduce shortages, urgent purchases, and waste (proactive planning, control routines).
- Track food and beverage expenses and contribute to budget monitoring according to established guidelines (reconciliations, receipts/invoices, basic indicators).
Vendors and catering services
- Support the manager in coordinating with vendors and external partners (caterers, deliveries, services): quality control, follow-ups, issue resolution, and logistical adjustments.
- Act as the on-site point of contact during events as needed: oversee service, make real-time adjustments, and ensure reception standards are met.
- Contribute to optimizing sourcing options (quality, reliability, lead times, costs) based on operational needs.
Client experience, reception, and visit support
- Provide a warm, professional, and discreet welcome to clients and guests, tailored to different profiles (direct clients, agency clients, talent, freelancers, visitors).
- Provide food and beverage service during visits (taking orders, on-site service), including coffee/barista service when required.
- During client visits, shoots, or peak activity periods, quickly coordinate operational needs (rooms, meals, beverages, supplies) in collaboration with relevant teams.
- Support reception and service logistics during visits and shoots in collaboration with Production, and direct requests related to on-set operations to the appropriate contact.
Events and continuous improvement (Culture + systems)
- Support the planning and execution of internal events in collaboration with the Culture team: preparation, set-up, logistics, teardown, and replenishment.
- Implement and maintain simple systems (inventory, labeling, routines, documentation) to ensure consistency and efficiency.
- Identify friction points and propose practical improvements to working methods (standardization, checklists, best practices).
- (If applicable) Coordinate day-to-day operations of the keg system: cleanliness, maintenance, supply, rotation, and basic troubleshooting, in line with internal guidelines.