Job Description
SUMMARY:
The Conference Coordinator will interact closely with the Firm’s executives and administrative staff to ensure the seamless planning and coordination of meetings, conferences, and other events all across campus managed and supported by FLIK.
RESPONSIBILITIES:
- Handle meeting room bookings, received by phone or email nationally
- Sending initial confirmations in connection with bookings and following up at specified intervals before the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
- Coordinating a wide range of services for meetings that have been booked, including Audio Visual requirements, food and beverage requests, conference room set-ups, signage, distribution of materials, etc.
- Conferring with clients before, during, and after their events, maintaining a positive relationship, and responding to inquiries and requests promptly.
- Communicating to all relevant internal departments and vendor partners the specific needs of the client, both in advance of and during meetings.
- Producing Event Resumes to document events and share detailed information with all involved departments.
- Participating in daily and weekly Planning Meetings, reviewing the details of events which he or she has been working on, answering questions from staff members, and discussing relevant logistical matters.
- Participating in “pre-con” meetings involving the client, as well as relevant members of the operations staff, when plans for complex and/or large-scale events are being finalized.
- Manage conference aide staff for conferences.
- Participating in “post-conference/debrief” feedback sessions with the client and relevant members of the operations staff, to obtain first-hand comments on certain complex, critical, and/or large-scale events.
- Entering complete cancellation details into the reservation system confirming any meeting cancellations to the client by e-mail and applying cancellation charges as appropriate.
- Working with the client and the Foodservice Director to plan standard and special food and beverage events, documenting such events within the reservation system.
RAPPORT SERVICES JOB DESCRIPTION
JOB TITLE
Conference Coordinator
REPORTS DIRECTLY TO
Conference Services Manager
DEPARTMENT
Conference Services
DEPARTMENT HEAD
Resident District Manager
SUPERVISES
N/A
- Quickly identifying booking conflicts or potential booking conflicts, suggesting solutions and if not immediately resolved, discussing such conflicts with the Conference Center Lead.
- Checking that meeting rooms are set up correctly, with the proper equipment and amenities, before the start of meetings.
- Greet the host upon arrival to the meeting room and ascertain any new requests.
- Responding to numerous phone calls and emails with new meeting requests and special “add-on” information for existing meetings.
- Conducting facility site inspections every month to ensure pristine condition and maintenance of the property.
- Conducting facility tours for prospective clients.
- Providing lunchtime and other short-term coverage for members of the Receptionist staff.
- Conducting opening and closing walkthroughs and sending appropriate reports.
- Producing initial event budgets and reconciling final event costs.
- Meeting or exceeding monthly, quarterly, and annual KPIs.
- Handle meeting room bookings, received by phone or email nationally
- Capacity to take on additional duties as assigned; additional adjustments or responsibilities may be changed or added as necessary.
KEY COMPETENCIES:
- Excellent organizational skills, with the ability to prioritize tasks and juggle many tasks simultaneously.
- Excellent oral and written communication skills.
- Strong computer skills including Microsoft suite, Social Tables, and knowledge of office technology/equipment.
- Full knowledge of the conference center reservation system.
- Ability to work calmly and effectively in stressful situations.
- Exceptional client service skills to exceed expectations.
- Punctual, dependable, and dedicated to achieving operational excellence, down to the smallest of details.
- Discreet, ethical, and committed to maintaining a high degree of confidentiality.
- Excelling as a team member, with a passion for delivering the Platinum Service® standard and focused on total customer satisfaction.
- Maintaining a consistently professional approach, with a willingness to take ownership and responsibility both within and outside one’s job domain.
- A college graduate with two years of conference planning experience in a conference center or corporate environment.
- CMP designation encouraged