Hospitality Services Coordinator

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 (Montréal). 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.

Qualifications

• Relevant experience in hospitality, customer service, event coordination, office operations, or a similar environment.
• Excellent service mindset: professionalism, discretion, attention to detail, and ability to deliver under pressure.
• Strong organization and autonomy: priority management, execution rigor, consistency, and initiative.
• Experience with procurement, inventory, and vendor coordination (caterers, deliveries, services).
• Valid driver’s license (Class 5) and comfort traveling as required for the role.
• Ability to perform basic budget tracking and follow cost guidelines.
• Functional French/English bilingualism (welcoming clients and guests).
• Ability to handle materials and move equipment as needed, following safe handling practices and using available equipment / assistance as required.
• Assets: food hygiene/sanitation certification (MAPAQ), barista or bar service experience, experience in a studio/production environment, experience with inventory systems.

The person in this role will be required to collaborate daily with our teams located outside of Québec, notably in Los Angeles and Toronto, where the primary working language is English. They will also communicate regularly with international external stakeholders who are not French-speaking. Strong English proficiency is therefore essential to ensure smooth and effective communication in an international work environment, and to represent Rodeo FX’s creative and technical capabilities on a global scale.

Additional Information

Diversity : At Rodeo FX, diversity is a core value. We’re committed to creating an inclusive, equitable workplace where different perspectives are embraced. Every team member brings unique insight that strengthens our creativity, challenges our thinking, and helps us deliver better work.

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