We are looking for an experienced and service-driven Coordinator to support a high-visibility conference and client reception environment. This long-term contract position is ideal for someone who thrives in a detail-oriented setting, enjoys assisting executive-level guests, and can keep meetings and events running smoothly with discretion and attention to detail. The role combines front-desk reception, event coordination, and day-to-day space support to create an excellent on-site experience for employees, leaders, and visitors.
Responsibilities:
- Welcome executives, employees, and guests with a courteous presence while providing clear guidance and front-desk support throughout the conference area.
- Coordinate room bookings and calendar updates through the reservation system, ensuring meeting spaces are scheduled accurately and customer requests are handled promptly.
- Partner with administrative staff, facilities teams, and security personnel to maintain seamless daily operations across the client-facing space.
- Oversee meeting and event preparations, including room arrangements, beverage service support, catering coordination, and readiness checks well before start times.
- Assist with audiovisual and virtual meeting needs by troubleshooting basic issues and helping facilitators use conference technology effectively.
- Handle sensitive information and executive activity with a high degree of confidentiality, judgment, and discretion.
- Monitor the condition of conference and reception areas, submit maintenance requests when needed, and help keep the environment organized and presentation-ready.
- Provide visitors and meeting hosts with helpful information about on-site services and local amenities while resolving issues quickly and calmly as they arise.
- Support additional operational or event-related tasks assigned by leadership to ensure an exceptional customer experience.
- Proven ability to deliver high-quality customer service in a reception, hospitality, event support, or other client-facing environment.
- Strong verbal and written communication skills, with the confidence to speak clearly to individuals and groups in a detail-oriented setting.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Experience supporting audiovisual tools, conference room technology, or virtual meeting platforms such as Microsoft Teams, Zoom, or Skype.
- Ability to work independently, manage changing priorities, and make sound decisions in a fast-paced environment.
- Flexibility to support schedules that may include evenings or weekends based on business needs.
- Physical ability to remain active for extended periods and lift up to 50 pounds as part of room and event setup duties.
- Familiarity with reservation platforms, catering support, or a background in communications, hospitality, or event coordination is preferred.