Conference Center Coordinator

About the role

The Conference Center Tech is responsible for managing the daily operations of the corporate conference center and ensuring a seamless meeting experience for employees, executives, clients, and guests. This role coordinates room scheduling support, meeting logistics, technology support, catering services, and guest services while maintaining exceptional customer service standards and a professional environment. The ideal candidate is highly organized, customer-focused, and capable of managing multiple priorities in a fast-paced corporate setting.

Responsibilities

Conference Center Operations

• Coordinate and oversee the daily operation of conference rooms, meeting spaces, training rooms, and executive boardrooms.
• Manage room reservations and scheduling through workplace management and calendaring systems.
• Ensure meeting spaces are prepared, clean, organized, and ready for occupancy.
• Conduct routine inspections of conference rooms to maintain quality and readiness standards.
• Monitor room utilization and recommend improvements to maximize space efficiency.

Meeting & Event Coordination

• Coordinate all meeting logistics, including room setup, seating arrangements, signage, and special requests.
• Partner with internal departments to facilitate meetings, training sessions, board meetings, and corporate events.
• Coordinate conference room layouts including classroom, boardroom, theater, and collaborative configurations.
• Ensure meetings begin on time with all resources available and functioning.

Guest Services

• Welcome and assist clients, visitors, and executive guests attending meetings.
• Provide professional concierge-level support to meeting participants.
• Coordinate visitor access, security requirements, and building entry procedures.
• Serve as the primary point of contact for conference center inquiries.

Conference Technology Coordination

• Verify audiovisual equipment and conferencing technology are operational prior to meetings.
• Coordinate with Conference Room Technology Specialists and IT teams to resolve technical issues.
• Assist users with basic conference room technology, video conferencing, and presentation setup.
• Escalate technical issues as needed to ensure minimal meeting disruption.

Vendor & Facility Coordination

• Coordinate with facilities, janitorial, maintenance, security, and vendor teams.
• Track and manage service requests related to conference center operations.
• Support conference room enhancement and workplace improvement initiatives.
• Ensure compliance with company standards, safety policies, and operational procedures.

Office Operations Support

• Support office moves, records storage, and special distribution projects.
• Comply with company policies, safety procedures, and postal regulations.
• Provide coverage for reception, courier services, or other administrative duties as assigned.

Qualifications

Education

• High School Diploma or GED required.
• Associate's or Bachelor's degree in Hospitality Management, Business Administration, Event Management, Communications, or a related field preferred; commensurate experience will be considered.

Experience

• 2–5 years of experience in conference services, hospitality, workplace experience, office services, event coordination, or customer service.
• Corporate headquarters or professional services experience preferred.
• Experience supporting executive meetings and client-facing events is highly desirable.

Knowledge, Skills, and Abilities

• Exceptional customer service and hospitality mindset.
• Strong organizational and project coordination skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple meetings and priorities simultaneously.
• Strong attention to detail and follow-through.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and workplace reservation systems.
• Ability to work effectively with executives, employees, clients, and vendors.
• Professional demeanor and executive presence.

Physical Requirements

• Ability to walk throughout conference center and office facilities frequently.
• Ability to lift and move meeting supplies and materials up to 25 pounds.
• Ability to set up meeting rooms and event spaces.
• Ability to stand for extended periods during meetings and events.