Conference Room Coordinator

Overview

• Coordinate and manage conference room schedules and setups for meetings and events.
• Ensure high-quality hospitality services for office staff, lawyers, and clients.
• Provide on-site support for events, including setup, execution, and breakdown.
• Collaborate with various departments to ensure seamless event operations.
• Monitor conference room conditions and enforce proper usage guidelines.
• Coordinate food, beverage, floral deliveries, and plant servicing for events.
• Maintain accurate inventory of catering and hospitality items.
• Provide direction and oversight to external vendors for quality service delivery.
• Assist with light furniture and equipment moves for office events.

Key Responsibilities & Duties

• Review and manage conference room schedules using room scheduling systems.
• Coordinate setup, food and beverage delivery, and equipment installation for meetings.
• Hold weekly meetings with departments to discuss upcoming events.
• Monitor and ensure readiness of meeting services before, during, and after events.
• Organize and maintain hospitality catering inventory and coordinate floral deliveries.
• Provide oversight to vendors for adherence to quality standards.
• Assist with AV troubleshooting and provide backup to reception as needed.
• Ensure compliance with building procedures and contract guidelines.
• Perform other related duties as assigned to support office operations.

Job Requirements

• High School Diploma or GED required; proficiency in Spanish preferred.
• Minimum 1-2 years of experience in corporate event planning and hospitality.
• Three years of customer service experience with excellent interpersonal skills.
• Proficiency in Microsoft Office and EMS Room Scheduling systems.
• Ability to type accurately at 45 words per minute.
• Flexibility to work occasional evenings and adapt to schedule changes.
• Strong organizational skills and ability to manage budgets effectively.
• Knowledge of site operations and vendor management for event execution.
• Commitment to providing high-quality services and maintaining confidentiality.