Conference Center Coordinator

Conference Center Coordinator

About the Role

The Conference Center Coordinator serves as the primary point of contact for all visitors, internal users, and client requests within the Conference Center. This role is responsible for greeting external guests, managing onsite meetings and special functions, and handling reservations using Rendezvous Booking Software.

Key Responsibilities

• Meeting & Event Coordination:

  • Reserve conference rooms and event spaces while coordinating with various departments to meet all client needs.
  • Oversee event logistics, including catering, signage, materials, floor plans, room setup, speaker arrangements, registration table setups, and audio-visual requirements.
  • Maintain direct communication with clients before, during, and after events, ensuring a seamless experience.
  • Respond promptly to inquiries and requests, providing high-level customer service.

• Administrative Support:

  • Manage high volumes of calls and emails related to new booking requests and schedule changes.
  • Accurately input event details into the Rendezvous system to ensure seamless execution.
  • Utilize Visio software to create floor plans and layouts efficiently.
  • Generate and distribute reports detailing upcoming event bookings.

• On-Site Assistance:

  • Provide real-time event support, including name tag and table tent preparation, printing and copying materials, and managing coat check.
  • Greet, direct, and escort clients and visitors within the facility.
  • Assist clients with printing and copying requests.
  • Deliver emergency messages to partners and clients in meetings as needed.
  • Direct clients to key locations such as coat rooms, breakout rooms, pantry areas, the Conference Center, Business Center, cafeteria, hotels, and local restaurants.

• Visitor & Security Management:

  • Register incoming visitors using MyKastle Visitor Management System.
  • Notify hosts and provide visitor directions as required.
  • Ensure the Conference Center desk remains organized and well-stocked with necessary supplies.

• Communication & Team Collaboration:

  • Maintain clear and consistent communication between clients and the management team, escalating issues when necessary.
  • Provide feedback to the Manager of Events & Conference Services regarding operations and client experiences.
  • Assist with staff training coordination when required.
  • Perform additional duties as assigned.

Qualifications & Requirements

• Education:

  • High School diploma required; Bachelor’s degree strongly preferred.

• Experience & Skills:

  • Minimum 3+ years of corporate reception or conference coordination experience preferred.
  • Strong verbal and written communication skills, including professional phone etiquette and active listening.
  • Excellent organizational, project management, and time management abilities.
  • Proficiency in Rendezvous Booking Software or similar scheduling systems.
  • Knowledge of MyKastle Visitor Management Solution or equivalent system.
  • Experience with Microsoft Office Suite; proficiency in Visio is a plus.
  • Familiarity with Cisco phone systems.
  • Strong typing and computer skills.
  • Ability to work effectively with professionals at all levels, ensuring seamless event execution.

• Personal Attributes:

  • Professional, client-service-oriented demeanor with the ability to maintain confidentiality.
  • Strong problem-solving skills with the ability to multitask under pressure.
  • Reliable, punctual, and dedicated to operational excellence.
  • Adaptable, flexible, and able to work independently.
  • Open to working overtime as needed.
    

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