Conference Coordinator

Key Responsibilities

The Global Headquarter Conference Center facility has 4 multipurpose conference rooms and 100+ standard meetings rooms that are heavily booked and support internal and external customers. The Conference Coordinator will be responsible for ensuring the proper setup and functionality of all conference rooms on a day to day basis, typical duties will include:

Schedule and coordinate room events utilizing specialized software, EMS.
Follow-up with customers via Teams, Phone and Email confirming meeting details, catering, and any AV tech support needs.
Assist with Pre-registering guests, badge check-ins and or escorting as needed.
Create facilities tickets for issues such as equipment not working; cleaning of carpets/floors, lights out and any other building related issues.
Update and track the daily inspections of conference center and rooms by the Day Porters.
Ensure rooms are clean and presentable for scheduled events, which may include trash removal and wiping down furniture.
Schedule the Day Porter staff to re-configure rooms and support the catering vendor for special events.
Ensure the signage for the Conference Center totems are displaying the meetings titles and special events
Ensure all cabling has been tied up neatly and there are no trip hazards; follow all the safety procedures.
Assist and coordinate catered events, which includes clean up before and after events.
Ensure Conference Center has all needed supplies for multiple types of events and requests, includes managing inventory and stocking assigned areas.
Perform post- meeting and daily system shutdown checks
Back-up operations for the Conference Center Manager, Concierge and facilities team members.
Support established Sustainability Standards by the client.
Maintain cleanliness and organization of back of house operations, which includes kitchen and storage areas.