Conference Coordinator

Temp to Perm

Position summary          

The Conference Coordinator ensures the seamless planning and coordination of meetings, conferences and other events.  The Conference Coordinator serves as the main concierge for all meetings, conferences, and events and acts as the single escalation point for all vendors and end users.

Duties

(* denotes an “essential function”)

• *Responsible for the coordinating of a wide range of services for meetings which have been booked, including Audio Visual and other IT requirements, food and beverage requests, conference room set-ups, signage, distribution of materials, etc. Includes delegation of work assignments/tasks to the Hospitality Associates to ensure department deadlines are achieved.
• *Quickly identify booking conflicts or potential booking conflicts and suggest solutions.
• Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.
• Produce daily report of all comprehensive meetings in order to document events and share detailed information with all involved departments.
• *Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.
• *Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
• Manage all post-conference/debrief feedback sessions with the client and relevant members of the operations staff, so as to obtain first-hand comments on certain complex, critical and/or large scale events.
• Respond to numerous phone calls and emails with new meeting requests and special “add-on” information for existing meetings.
• Assist with setting up and/or breaking-down a conference room set-up or stocking conference room supplies (coffee, water, soda, napkins, plastic ware, etc.).
• Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings.
• Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings.
• Conduct site inspections to ensure pristine condition and escalate maintenance issues. 

Qualifications

• High School diploma or equivalent.
• Two (2) years’ experience with conference planning experience in a corporate or conference center environment.
• Excellent organization skills, with the ability to prioritize tasks and multi-task efficiently.
• Excellent oral and written communication skills.
• Excellent presentation skills.
• Exceptional client service skills to exceed expectations.
• Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint).
• Full knowledge of conference center reservation systems such as PeopleCube.
• Able to work calmly and effectively in the midst of change, ambiguity or stress.
• Punctual, dependable and dedicated to achieving operational excellence.
• Discreet, ethical and committed to maintaining a high degree of confidentiality.
• Excel as a team member, with a passion for delivering the highest level of customer service and focused on total customer satisfaction.
• Maintain a consistently professional approach, with a willingness to take ownership and responsibility.