In this role, you will help deliver an effective on-site facilities service by ensuring all areas of responsibility are managed and administered in line with contract specifications and service levels. You will welcome visitors, host meetings, and be responsible for negotiating and coordinating the logistical details of internal and external meetings and events to ensure client needs are met. MAIN JOB RESPONSIBILITIES - Day-to-day management of the Conference Center team across four cities.
- Oversee daily schedules and vacation plan.
- Fill in for team members during absences as needed.
- Distribute and communicate monthly surveys and team feedback.
- Report disciplinary actions, promotions, role changes, compensation updates, and related personnel matters.
- Conduct training on required technology.
- Assess client meeting needs with a strong focus on the client experience to determine the most appropriate room, setup, food and beverage, catering, floral arrangements, meeting materials, and equipment for the audience.
- Provide recommendations to internal business partners to support successful meeting outcomes.
- Complete cost estimates summarizing event details, including event time, number of attendees, required equipment, menu selection, decorations/floral, and other related costs.
- Collaborate effectively with internal business partners, vendors, and caterers to coordinate all logistical details necessary for a successful meeting, including event timing, attendance, equipment, menu selection, and décor.
- Assist clients with preparation of name badges, place cards, and other support materials as needed.
- Assemble welcome packets when required.
- Manage catering setup and cleanup, accommodate last-minute furniture changes, and oversee post-event room and food cleanup (including washing dishes),
- Serve as a visible and accessible point of contact during events to resolve issues or crises, including food spills.
- Take responsibility for the overall success of the event and the customer experience.
- Manage documentation required for the American Express billing program; receive, review, and process event invoices, and research and resolve billing discrepancies promptly.
- Maintain historical records and event information within the meeting management system.
- Provide verbal and/or written documentation to the Supervisor regarding developments related to scheduled events.
- Travel to off-site vendor or caterer locations as needed to finalize arrangements or pick up/drop off supplies and equipment.
- Perform effectively under pressure, prioritizing tasks and communicating clearly with team members.
- Develop and maintain positive working relationships with internal staff, vendors, and caterers; monitor and evaluate the performance of external vendors and caterers,
- Type and edit correspondence, reports, and memos related to specific events, including preparing and transmitting faxes.
SITE-SPECIFIC RESPONSIBILITIES - Provide general support and assist with special projects as required.
- Copy and distribute documents related to specific events, including processing overnight mail and courier/messenger services.
- Assist co-workers in preparing for select large-scale meetings as needed.
- Work on special projects to support the Meeting Planning team.
- Collaborate closely with conference center teams to ensure best practices and consistency across locations.
- Perform additional administrative tasks based on workload and operational needs.
- Demonstrate technology proficiency in using meeting management systems.
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