EVENT & SPACE COORDINATOR

Job Summary

Events and Space Coordinator – is responsible for equally supporting the Central Region with High Profile Event Planning , working closely with the Firm’s executives and administrative staff to ensure the seamless planning and coordination of meeting and events, as well as supporting Event Management Systems, all Workplace Reservation related tickets, project management, and training as directed. This role will support the Chicago office with planning and executing all High Profile events, as well as remotely support the Central region managed, non-managed, and multi-site events communicating all necessary updates and changes to onsite contacts and monitoring where additional support may be needed. 

REQUIREMENT: 
Core Functions – Events & Space Coordinator
Serve as the secondary contact for Workplace Reservation projects as directed by Space Manager  
Manage and develop relationships with Workplace Reservations Support Teams, Ntrust, EMS, Nuvolo, and Agency contacts
Manage the Workplace Reservation Service Now tickets and ensure all queries are responded to in a timely manner; escalate all service-related matters to the onsite client.
Prepare monthly reports and review key metrics around Meeting and Events  

Handling meeting room bookings, utilizing the reservation system (EMS) and focusing on the strategic assignment of meeting space so as to maximize utilization. Ensuring that the real-time information for each reservation is updated on the reservation portal.

Ability to effectively communicate with the onsite operations team to ensure Multi-site Events, High Profile Events, and Events for non-managed sites are correctly booked and onsite contacts are aware of coverage needs and day-of support needs
Effectively solve Meeting Space related issues to ensure minimal conflicts and use knowledge of sites and agencies to provide elevated support

RESPONSIBLITIES: 

Assist with Event Management Systems EMS/Nuvolo trouble shooting and project management as directed
Provide coverage for Space Manager during PTO/Sick time. 
Subject matter expert on Event Manager Systems EMS/Nuvolo and other Property Management Tools with administrator responsibilities 
Escalation point for Event Management Systems EMS/Nuvolo system outages and any issue that requires a ticket placed with EMS/Nuvolo
Oversee and assist with integration of new team members by providing necessary EMS/Nuvolo training for their role
Support non-managed sites with Event Planning; Coordinating day-of support with onsite contact
Provide booking and Event Planning support for multi-site events
Pulling weekly reports to contact High Profile events and updating the High Profile Event Tracker for all managed sites as well as providing Event Planning support for both non-managed sites and multi-site events
Coordinating a wide range of services for meetings, including Audio Visual requirements, catering, conference room set-ups, signage, distribution of materials, etc. Liaise between client and vendor partners before, during, and post event with necessary updates. 
Producing Event Resumes in order to document events and share detailed information with all involved departments, as well as hosting Pre-Cons and Post-Cons with clients and onsite team to ensure everyone is set up for success.
Obtaining correct approval and billing information for all expense related activity to include; food and beverage, equipment rentals, etc. Monitoring the accuracy of any such charges and keeping to the client’s budget. 
Managing survey’s post meeting and working with leadership team on future solutions and improvements.
Checking that meeting rooms are set-up correctly, with the proper equipment and amenities, prior to the start of the meetings. Greeting the host upon his or her arrival to the meeting room and ascertaining any new requests. 
Responding to phone calls and emails with new meeting requests and special “add-on” information for existing meetings.
Providing lunchtime and other short-term coverage for members of the Office services staff.
Consistently develop and bring ideas which enhance the meeting experience that can be applied at all locations.
Conducting opening and closing walkthroughs and sending appropriate reports. During the conference room walkthroughs, if any discrepancies are noticed, please ensure they are addressed and reported through the appropriate service ticket.
Other duties as required.  

Pre Requisite for the Role 
Previously managed corporate or social events and meetings 
Basic Logistical Planning Experience 
Basic Vender sourcing and management
Understanding of Food Services and Catering