Meeting Event Coordinator

One of our favorite clients is looking for a Conference & Meeting Coordinator. In this role, you would be responsible for helping to oversee the systems and processes of day-to-day functions for catering and meetings, all with an eye towards exceptional customer service to clients and guests. You would coordinate with the facilities, guest services team and other departments in overseeing the seamless operation of the conference center and meetings, both onsite and offsite. Specific duties include, but are not limited to, the following:

Position responsibilities:

Catering:

• Place food orders for meetings and special events. Monitor food services to ensure on time delivery and setups
• Coordinate with departments on catering selection and menu options. Upload catering selections in EMS system or other catering request tools

Coordination:

• Coordinate with facilities/guest services staff daily on logistics for scheduled meetings and catering events
• Coordinate check-in and food tables for special events and roundtables
• Coordinate staffing with facilities, guest services or operations manager, respectively

Meetings/special events:

• In conjunction with the marketing department, were appropriate, coordinate special office events. This may include scheduling, catering, décor, staffing, entertainment, operations and materials
• Review, approve and process invoices related to conference center, events and on-site vendor
• Develop objectives for each meeting and special events, ensuring adherence to budget. Prepare formal post-event analysis, including final attendance numbers, budget summaries and client and attorney feedback
• Review and develop standard layouts for meetings
• Oversee meetings, special events and respond quickly to resolve problems
• Assist in planning meetings and special events with attention to budget and time constraints
• Evaluate the success of meetings and solicit catering feedback. Maintain report tracking this information
• Ensure all contracts and certificates of insurance are in order for all meetings and special events (excluding those managed by marketing). Work with HR on COI requests
• Other meeting planning logistics, as needed

Scheduling:

• Schedule conference rooms, catering, and equipment. Work closely with facilities, guest services staff and local Information Services (IS) to ensure meetings are setup as planned. Respond promptly to resolve issues with excellent customer service
• Ensure that client contact information and invitee lists for events are entered in EMS
• In applicable offices, collect visitor information and enter in security system

Technology:

• Work with IS and maintain updates in EMS
• Coordinate meeting AV equipment, Zoom connections with IS

Other:

• All other duties as assigned or required.

Skills and experience:

Required:

• Available to work overtime, as required
• 3 + years’ relevant experience with emphasis in concierge, hospitality and/or event coordination
• Strong knowledge working with EMS and online catering request tools

Preferred:

• Prior corporate receptionist/concierge desk experience