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Hours: M-F 7:30-4 (but must be flexible as needed)
Job Summary
Management of a team of event coordinators within the campus environment.
Responsible for scheduling a team of event coordinators to ensure that conference room and meeting spaces are setup according to the Service Level Agreement.
Experience with and knowledge of modern A/V concepts and equipment, including excellent troubleshooting ability.
Must possess excellent communication skills; tact in working with professional peers from other departments; initiative and judgment involved in assisting with clients during events in resolving problems and addressing issues; the ability to evaluate problems and make recommendations to person(s) involved; the ability to think quickly and accurately; be versed in all aspects of conference planning.
A successful candidate will be a team player; have excellent communication and customer
service skills; ability to prioritize and manage multiple projects; and the ability to handle last-minute changes in a fast-paced environment with a high volume of events.
Resource's typical working day:
Overall the client is looking for someone to be the face of the campus! This individual will need to demonstrate Strong leadership, and organization on a daily basis.
This individual will support and collaborate with different communities, create ease in the workplace, and create/build community.
The role will act as an ambassador for the campus totally about 3,000 individuals that may be onsite any given day.
This position requires a large demand for sending out communication, and planning community events. They are looking for 3 events weekly from a small (how many balls are in the jar) to a large 100-150 person event.
Not for someone who wants to sit at a desk they will need to be ready to assist on several projects
Very high end account for *** that required very strong professional communication skills
Understanding of corporate facilities is required but experience is not required.
Person coming out of high-end hotels craving M-F.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Management of events for the Multipurpose Rooms, General Floor Conference Rooms and all other meeting spaces.
Manage the conference room equipment inventory to ensure that all tables, chairs, podiums etc. are in excellent condition at all times.
Manage the setup of furniture, cleanliness of meeting spaces, assist with ordering catering and all other necessary tasks.
Assist Operations Manager when necessary.
Manage conference room calendar, daily email and phone requests. Be able to maximize space utilization.
Meet with client on a regular basis to ensure them that all meeting events are being managed per the Service Level Agreement.
Create and maintain meeting room setup standards that will be utilized by the event coordinators when setting up conference and meeting spaces.
Required to perform meet and greets (checking in with clients) and ensure all aspects of the meeting (furniture, catering, audio visual and room cleanliness are in order, and follow through after meeting has concluded.
Communicate last minute changes and requests to team.
Lead site visits and provide detailed information about policies and services available.
Manage event coordinator to ensure that they have the correct PPE and equipment to perform tasks
Monitor personal email and group alias email with appropriate follow up with the 24 hours SLA.
Provide guidance and be a resource for conference planning team and other vendors on site.
Arrange for outside rentals as needed for all levels of service as requested.
Provide seamless management of events with high touch customer service.
Handle issues as they arise through the proper administrative channels.
Follow protocol during emergency situations.
Work with all departments and vendors to ensure all aspects of each function are covered.
Stay informed with industry standards and share information with conference planning team members and customers.
Be well versed with the client policies and procedures and provide excellent customer service while adhering to those policies.
Maintain clean and safe work environment; performs job safely.
Other duties as assigned by Operations Manager.
Prepares monthly reports to summarize service and conference room and meeting space utilization for management team.
Analyzes cost/benefits and market trends as basis for program recommendations.
Create and provide budget forecast and reconciliation.
Performs other duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
Years of Experience needed: 3 or more years of experience in hospitably or event management
Level of Education: Bachelor's degree Preferred
Systems/Software proficiencies: Microsoft Office Suite proficiency is required
Two - Three - years of previous experience in event/meeting planning experience. CMP preferred.
Two Three years' experience with and knowledge of modern A/V concepts and equipment, including excellent troubleshooting ability.
Experience with Laptops, Projectors, Microphones, and remote participation technology (IE: audio and video conferencing) is required.
COMMUNICATION SKILLS
Strong organizational and analytical skills.
Ability to provide efficient, timely, reliable and courteous service to customers.
Ability to continually evaluate situations and re-prioritize accordingly.
Ability to work in independent situations and as a team situation.
Strong organizational, communication (written and verbal), interpersonal and multi-tasking skills.
FINANCIAL KNOWLEDGE
Requires intermediate knowledge of financial terms and principles.
Ability to calculate intermediate figures such as percentages and discounts.
Prepares and manages project budgets.
REASONING ABILITY
Ability to comprehend, analyze, and interpret complex documents.
Ability to solve problems involving several options in situations.
Requires intermediate analytical and quantitative skills.
OTHER SKILLS and/or ABILITIES
Proficiency in Microsoft Software Programs including Outlook, Excel, Word, Visio; experience with the industry reservation tool; ability to type 60 wpm; excellent customers service skills.
SCOPE OF RESPONSIBILITY
Decisions made with thorough understanding of procedures, company policies, and business practices to achieve general results and deadlines.
Responsible for setting work unit and/or project deadlines.
Errors in judgment may cause short-term impact to department.
Interview Process: 2 rounds of interviews (1st virtual 2ns in-person)
Top Must have Skills: 3+ years of experience, Microsoft Office Suite, Leadership, organization, communication
Top Nice to have Skills: Flexibility, sense of urgency, and experience in a high-end hotel setting or event coordinator at a residential facility.
Seniority level
Entry level
Employment type
Contract
Job function
Marketing and Sales
Industries
Real Estate
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