Meeting and Event Coordinator

Job Summary

The Meeting & Event 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 held at multiple locations in New York and New Jersey. Some travel to certain locations around the East Coast and Central region may be requested.

Key Responsibilities

• Handling meeting room bookings, utilizing the reservation system (EMS) and focusing on the strategic assignment of meeting space so as to maximize utilization. Ensuring that the real-time information for each reservation is updated on the reservation portal.
• Coordinating a wide range of services for meetings, including Audio Visual requirements, catering, conference room set-ups, signage, distribution of materials, etc. Liaise between client and vendor partners before, during and post event with necessary updates.
• Executing events as support or lead as needed, including set-up and tear down of meeting space, catering, etc.
• Producing Event Resumes in order to document events and share detailed information with all involved departments, as well as hosting Pre-Cons and Post-Cons with clients and onsite team to ensure everyone is set up for success.
• Obtaining correct approval and billing information for all expense related activity to include food and beverage, equipment rentals, etc. Monitoring the accuracy of any such charges and keeping to client’s budget.
• Managing surveys post meeting and working with leadership team on future solutions and improvements.
• Quickly identifying booking conflicts or potential booking conflicts, suggesting solutions and if not immediately resolved, discussing such conflicts with the Conference Center Manager/GS Manager.
• Checking that meeting rooms are set-up correctly, with the proper equipment and amenities, prior to the start of meetings. Greeting the host upon his or her arrival to the meeting room and ascertaining any new requests.
• Ability to lift 30-50 lbs. if needed.
• Responding to numerous phone calls and emails with new meeting requests and special “add-on” information for existing meetings.
• Providing lunchtime and other short-term coverage for members of the Office services staff.
• Consistently develop and bring ideas which enhance the meeting experience that can be applied at all locations.
• Conducting opening and closing walkthroughs and sending appropriate reports. During the conference room walkthroughs, if any discrepancies are noticed, please ensure they are addressed and reported through the appropriate service ticket.
• Effectively solve space or amenities related issues to ensure an elevated user experience.

Preferred Qualifications

• Four year college degree preferred
• Proficient in Microsoft Office
• Two years of planning experience in hospitality industry
• Proactive mindset to anticipate and support changes in our business
• Keep abreast of industry trends and share information with staff
• Exceptional customer service abilities