We are looking for an experienced and service-driven Coordinator to support a high-visibility conference and executive reception environment in New York, New York. This Contract position is ideal for someone who excels at creating a welcoming on-site experience, managing meeting logistics, and responding quickly to changing needs with discretion. The role combines front-desk presence, event coordination, and day-to-day operational support for employees, executives, and guests using shared meeting and event spaces.
Responsibilities:
- Create a welcoming arrival experience for executives, employees, visitors, and event participants at the reception area.
- Coordinate meeting room and event space reservations, maintain accurate schedules, and respond promptly to booking inquiries.
- Partner with administrative staff, facilities teams, and security personnel to keep daily operations organized and running smoothly.
- Support event execution by arranging room layouts, confirming setup details, and ensuring spaces are fully prepared well before scheduled start times.
- Provide hands-on assistance with catering, beverage service, room turnover, and post-event cleanup as needed.
- Troubleshoot basic audiovisual and virtual meeting issues to help meetings and presentations proceed without disruption.
- Handle sensitive information and executive activity with sound judgment, confidentiality, and a calm, thoughtful approach.
- Offer guidance on site amenities and assist guests or facilitators with directions and general event-related questions.
- Monitor the condition of conference areas and submit service or maintenance requests when issues arise.
- Take on additional operational or customer support duties as assigned to meet business needs.
- Demonstrated success in delivering high-quality customer service in a receptionist, hospitality, conference services, or similar client-facing role.
- Strong verbal and written communication skills with the ability to interact professionally with senior leaders and guests.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Comfort supporting presentations or meetings where clear communication in front of groups may be required.
- Experience working with audiovisual tools, meeting technology, or virtual platforms such as Microsoft Teams or Zoom.
- Ability to manage multiple priorities independently, make sound decisions, and adjust quickly in a fast-paced environment.
- Willingness to work a flexible schedule that may include evenings or weekends, remain active throughout the day, and lift up to 50 pounds.