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Compensation Amount:

63,000.00 USD Annual

Job Summary:

The Conference and Events Coordinator will report to the Catering and Conference Services Manger under the direction of the firm's Senior Conference and Events Manager and is primarily responsible for coordinating and executing on-site firm events.

Job Description:

ESSENTIAL FUNCTIONS

+ Oversee meetings and events within the Washington office conference center to include meeting and event requirements for catering, audio/visual, technology, staffing, and outside resources.

+ Oversee conference scheduling mailbox to ensure reservationists are properly responding to meeting requests.

+ Regularly inspect meeting rooms, as well as service areas, to verify accurate setup, cleanliness, and organization.

+ Provide on-site management of special events.

+ Serve as a liaison to external vendors for on-site events.

+ Present conference facilities to clients and members of external organizations.

+ Liaise with in-house catering regarding menu selections for meetings and events, as well as work with the Director of Operations on seasonal catering menus.

+ Liaise with appropriate departments to monitor and review inventory on all conference center equipment needs and maintain bar coded inventory management system and reconciliation of equipment and small wares.

+ Supervise conference scheduling reservationists.

+ Assisting with conference reservation system.

+ Conduct pre and post event meetings, as required, to review and communicate group needs and feedback.

+ Review and approve vendor invoices.

+ Frequently review and update conference room “Daily Inspection Room Guidelines”.

+ Liaise with Administrator – Business Operations and Service Delivery, Business Manager, Office of the Managing Partner, Executive Director, OCEO, Senior Marketing & Business Development Manager, and Events Manager to identify, track and execute monthly office events.

+ Maintain a monthly calendar of events

+ Immediately capture and communicate all service changes, additions, and cancellations to appropriate service delivery teams

+ Prepare debriefs for events and maintain event notes.

+ Manage a list of allergies and dietary restrictions for all firm leadership.

+ Prepare complex event budgets and process all expenses for preparation of final budget sheets.

SKILL AND KNOWLEDGE REQUIREMENTS INCLUDE

+ High School Diploma or GED required. Bachelor’s or Business Degree preferred.

+ At least 5 years of experience in Event Planning.

+ Computer proficiency with the ability to utilize MS Word, Excel, and Outlook.

+ Demonstrated talent for interacting with a wide variety of people.

+ Ability to effectively organize and coordinate multiple priorities; ability to work well as a team leader; ability to problem-solve.

+ Strong customer service abilities; actively looks for ways to assist customers and coworkers.

PHYSICAL AND MENTAL REQUIREMENTS

+ Ability to sit at a desk in front of a computer for the entire work day.

+ Ability to stand and/or walk for an entire work day.

+ Reading and writing work-related documents in English.

+ Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.

+ Constantly communicates and receives verbal communication with other employees.

+ Occasionally stoop, kneel, or crouch.

+ Use hands and arms to reach for, grasp, and manipulate objects.

EQUIPMENT USED

+ Typical office equipment (computer, phone system, fax, copiers, scanners, among others).

Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION: We embrace Diversity, Equity, and Inclusion (DEI) and the richness it brings to our company. Our commitment is to provide an inclusive workplace where individuals can bring their whole selves to work, enabling them to provide the best level of service to our diverse customer base.