Facilities Coordinator

Core Software: MS Office Suite (Excel, Word, PowerPoint, Outlook) Client scheduling/booking software platform for work orders Event Technology:
Audio/Visual (AV) equipment operation and troubleshooting Multi-line phone systems/switchboard Visitor management systems Administrative Tools:
Event management software Inventory tracking systems Cost tracking and quote preparation tools

Advanced Excel functions, Building automation systems, Security access control systems, Space planning software basics, Collaboration tools, SharePoint/document management

Shift: 7:30 - 4:30pm |
Dress Code: Business Casual

The Meeting & Event Coordinator will provide support to the Workplace Manager with all aspects of the planning and execution of internal meetings and events including reservations, room setup, catering, rentals, and audio/visual (AV). The Meeting & Event Coordinator will be the main point of contact for meetings and events held in the on-site conference center and assist with off-site events as necessary within a corporate real estate environment.

The Meeting & Event Coordinator is responsible for delivering exceptional experiences for our client's employees and guests every day through proactive communication and high touch hospitality focused service. The role is client facing, and the Meeting & Event Coordinator must be able to exhibit exceptional customer service and communication skills while maintaining strong receptionist capabilities with front desk responsibilities, ensuring professionalism and security protocols.

• Execute high-profile meetings and events with senior executive participation, ensuring flawless delivery
• Serve as primary client contact for conference center bookings, responding to all requests in a timely manner
• Consult with clients to determine event needs including space requirements, physical setup, AV and technical requirements, catering, and event support
• Manage all conference center operations and logistics including scheduling through client scheduling software
• Coordinate room setup/breakdown, catering services, equipment rentals, and audio/visual support
• Collaborate with vendors, facilities staff, and service providers to ensure excellent coordination and execution with minimal disruption
• Maintain meeting rooms and collaboration spaces in pristine, ready-to-use condition when unoccupied

• Consistently deliver high standards of care during events, exceed client expectations, and anticipate needs
• Establish rapport and maintain relationships with events and conference clients
• Provide warm, professional welcome to all guests, managing the full arrival through departure experience
• Demonstrate exceptional customer service skills with a passion for hospitality

• Conduct daily site walk checklist to ensure flawless execution and identify any defects or safety concerns
• Collect feedback from stakeholders and attendees to integrate into continuous improvement efforts
• Follow established escalation procedures and incident reporting protocols
• Work collaboratively with FM, Engineering, and Project Management teams to support workspace functionality
• Utilize platform to support work order and invoice submission processes
• Provide backup reception support as needed
• Perform additional administrative and operational tasks as required to support overall workplace functionality

• Bachelor's degree desired or equivalent work experience
• 1-3 years of experience in event planning, project management, hospitality, or related field
• Strong receptionist background with experience in front desk responsibilities, maintaining professionalism and security protocols
• Excellent verbal and written communication skills with ability to communicate professionally in corporate environments
• Exceptional customer service skills with a passion for hospitality and guest relations
• Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook) and event management software
• Experience in conference center management, corporate event planning, or related hospitality field
• Proven ability to execute high-profile meetings with senior executives and external stakeholders
• Strong organizational and project management skills with ability to manage multiple concurrent events
• Experience with audio/visual technologies and vendor coordination
• Track record of initiative, integrity, and good judgment in fast-paced corporate environments
• Collaborative leadership skills with ability to work effectively with workplace management teams
• Ability to lift up to 25 pounds and maintain mobility throughout office facilities Must be a team player.
  With Front desk experience, Hospitality experience.
  Knowledge in ticketing system.
  With MS Office knowledge and being a Tech Savvy

• Regular physical activity including lifting/carrying up to 25 pounds
• Extended seated and standing periods
• Occasional…