Conference Services Coordinator

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Act as a steward of the client’s organization, ensuring meeting hosts and attendees feel welcome, supported, and professionally assisted.
• Coordinate all incoming meeting requests, including confirming room availability and gathering meeting details such as amenities, catering, audiovisual needs, room configuration, and special requests.
• Proactively make recommendations based on user needs and meeting requirements.
• Coordinate with internal partners and service lines (Janitorial, Facilities Management, AV, Catering, and Reception) to ensure all aspects of meetings and events are addressed.
• Maintain strong knowledge of all meeting rooms, configuration options, technology, and available amenities.
• Provide hands‑on assurance that rooms are meeting‑ready, supplies are stocked, catering is fulfilled, audiovisual equipment is operational, and spaces are configured per request.
• Maintain strong knowledge of the overall site and provide brief space orientations so hosts feel comfortable and supported.
• Act as the first line of response for user questions, providing hands‑on troubleshooting support and follow‑up as needed.
• Offer wayfinding assistance by directing attendees to meeting rooms.
• Execute general administrative support to ensure end‑to‑end accountability and a seamless conference center experience.

INSPECTIONS & READINESS CHECKS

• Conduct daily inspections of conference and meeting rooms and support areas to ensure client‑facing standards are met.
• Serve as the “eyes and ears” of the conference center by proactively submitting work orders for repairs, maintenance needs, and broken or missing furniture before end users are impacted.
• Follow established escalation protocols and maintain knowledge of cross‑functional team responsibilities.
• Support offsite special events as needed by coordinating and executing event logistics in partnership with the client team.

SYSTEMS & TECHNOLOGY PROFICIENCY

• Utilize Microsoft 365 tools daily, including Outlook (email and calendar), Word, Excel, and PowerPoint.
• Use Accruent EMS as the primary reservation system to enter, update, and manage meeting and event details in real time.
• Maintain shared documentation using Teams and SharePoint, ensuring consistent templates and client‑facing standards.

SCHEDULE / AVAILABILITY

• Typical shifts are 7:00 a.m. – 4:00 p.m. or 8:00 a.m. – 5:00 p.m., based on business needs and event schedules.
• Flexibility is required to support occasional meetings and events occurring between 6:00 a.m. and 10:00 p.m., including early mornings or evenings as needed.
• Weekend coverage may be required based on scheduled events and business needs.

KEY COMPETENCIES

Communication – Comfortable engaging with executive‑level clients and individuals at all organizational levels.l Intelligence (EQ) – Demonstrates empathy, professionalism, and strong interpersonal awareness.

Organization – Detail‑oriented self‑starter with exceptional organizational and time‑management skills.

Proactivity – Maintains a “can‑do” mindset with the ability to act effectively with

Emotiona

limited information.

Character – Demonstrates integrity, accountability, self‑awareness, and strong business acumen.

Professionalism – Projects an approachable, polished, and professional image in appearance and demeanor.

Resilience – Ability to adapt and perform effectively in a fast‑paced, service‑oriented environment.

WORK ENVIRONMENT

PHYSICAL DEMANDS

CONDITIONS OF EMPLOYMENT

• Verification of identity and eligibility to work in the United States
• Successful completion of a background check and drug screening prior to starting

AAP / EEO STATEMENT

OTHER DUTIES