Job Summary

The Conference Center Coordinator will be located in a financial services firm and will be responsible for
engaging all Clients, Guests, Vendors, and Employees entering the reception and conference center, and will display an energetic, friendly, and approachable demeanor at all times.

Key Responsibilities:

• Speak freely and warmly, engaging clients and guests while efficiently checking them in at the Reception Desk or escorting them to their destination.
• Develop and maintain an understanding of the client culture, key areas of activity and creating "transparency" by serving as an extension of the client.
• Manage closely all activity in the internal visitor greeting process. Must be knowledgeable on all daily meetings and up to the minute changes.
• Act as first point of contact for all activities and emergencies, always remaining alert. Serves as point person, taking ownership of any challenges that may arise within the conference center, resolving them, or following escalation procedures as required.
• Conduct overall room appearance site inspection and work with Building Operations to maintain facilities
• Assist in conference room readiness inspections to determine the room is equipped with proper event materials such as pads, pencils, event handouts and welcome packages.
• Handling meeting room bookings, utilizing the reservation system, and focusing on the strategic assignment of meeting space to maximize utilization.
• Answer global switchboard calls, direct calls, and manage message receipt and delivery process Manage and maintain all conference center, training, and meeting materials.
• Handling on-floor conference room activities, both visually and by means of the reservations system, being aware of meeting start / end times, attendees in the room, food, and beverage orders, etc. Advising the appropriate staff members of changes in meeting room status, special requests, etc.
• Communicating requests to the appropriate internal support departments such as, building maintenance (heating and cooling issues), information technology (computer issues), Audio Visual technology (meeting room technical support), and mail room (package pickups and deliveries).
• Having a thorough understanding of the Firm’s emergency procedures and being prepared to carry out designated tasks in the event of a fire or other emergency.

Preferred Qualifications:

• Associates degree or equivalent professional work experience
• A genuine sense of providing 5-star service to both the internal and external clients with the delivery of the reception services.
• Excellent oral and written communication skills.
• Excellent organizational skills, with the ability to work under pressure, prioritize, and multitask. Strong computer skills and knowledge of office technology / equipment.
• Discreet, ethical and committed to maintaining a high degree of confidentiality.
• Act as a role model for new staff member and maintain a professional disposition at all times.
• Punctual, dependable and dedicated to achieving excellence.