Conference & Events Coordinator

Job Title

Conference & Events Coordinator

The Event Coordinator plays a large role in creating a positive impression of the company through the event experience they curate, as well as their day-to-day interactions with employees. We are seeking a passionate and driven professional to act as an ambassador and liaison between our client, employees, and visitors looking for a holistic customer-centric experience for on-site and off-site meetings and events.

Ideally, this individual cares deeply about the level of interaction and the quality of the experience the recipient enjoys, and will be responsible for planning and scheduling all daily events, managing catering orders, and catering vendors for multiple locations.
Ideal Candidate from:
Hospitality â“ including hotels and resorts with corporate event spaces, as well as event catering.
Charitable organizations â“ planning and executing fundraisers and gala events.
Production companies â“ coordinating live events and managing event logistics.

• Greets and directs all visitors with enthusiasm, professionalism, and courtesy.
• Provides a very positive and professional first impression to client personnel and visitors.
• Liaison between the site employees planning the event and is their partner in logistics: aligning on event expectations, themes, and making sure the events are a success.
• Assist with visitor registration, manage guest visitors, and coordinate catering and event logistics.
• Keep meetings, events, and all related areas neat and orderly, and manage vendor work on-site.
• Ensures that the setup of chairs, tables, stages, decorations, or other equipment is per the client's requirements and in accordance with applicable safety, fire, health, and building codes.
• Provide expertise, support, and guidance in areas such as menu planning, room selection and set-up, sourcing and securing vendors, logistical planning, and day-of execution.
• Maximizing meeting space utilization by supporting the bookings and meeting space management process, and working with customers and the team to effectively use meeting space, including addressing space conflicts and negotiating space needs.
• Responds to internal clientsâ™ questions, requests, and complaints in a timely manner.
• Supports other teams and Events Coordinator in resolving any customer service issues quickly and to the satisfaction of the client.
• Supporting day-of execution, including coordination with team/vendors, last-minute logistical needs, ensuring effective set-up/execution of the event, and providing course-correcting instructions/directions, when needed.
• Managing and fostering relationships with the team, vendors, customers, and other key stakeholders through effective communications, collaboration, and engagement with the purpose of delivering a "best in class" event experience.
• Different working schedules may be required at times, based on business needs.
• Knows the importance of organization, prioritization, and multitasking in relation to performing an efficient and effective job.
• Provides support to the facility and hospitality teams as required.
• May perform other support duties and functions as assigned, such as administration, tenant services, clerical, printing/copying, reception, and answering phones.

• Associate degree preferred or equivalent experience 3+ years preferably in hospitality or event planning or logistics, or trade shows

• Ability to develop positive working relationships with clients and vendors.
• Strong proficiency with MS Office Suite (MS Word, Excel, and PowerPoint)
• Ability to maintain a positive attitude under pressure.
• Strong oral and written communication skills.
• Reliability

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. May be required to travel outside between client sites in varying weather conditions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this…