MEETING & EVENT COORDINATOR

Job Summary

The Meeting and Events Coordinator will be efficient, professional and always deliver white glove service to guests. Service delivery may include but not limited to warmly greeting all arriving guests, providing a fond farewell, professionally and accurately executing event requests, providing local information or directions, maintains proficiency in the reservation tool and processes reservations, is knowledgeable of all VIPS's, catering offerings and events of the day.  
  

Job Responsibilities:   
•Anticipate project needs, prioritize work, meet deadlines with little supervision, and ability to work evenings.  
•Oversee reservations, cancellations, and holding requests through the client scheduling software.    
•Daily Outlook communication with clients and internal stakeholders to confirm meeting/event details including attendee counts, catering/tech needs and room set ups. 
•Serve as liaison with tech services, catering services, facilities, and any outside vendors on event-related matters.    
•Phone reception with clients for any changes or conflicts with specific requests they ask to be provided.  
•Sustaining prominent professionalism to change, resolve, or improve reservation requests by the client.    
•Daily walk through prior to scheduled meetings to confirm Audio/Visual equipment, catering, and room setup are successfully attained.    
•Schedule and participate in event walkthroughs with the clients and hosts    
•Be knowledgeable of event spaces and event procedures    
•Prepare event floorplans at request    
•Facilitate weekly coordination meetings with contacts from the facilities, audio visual and security teams. Be able to communicate event details through appropriate business lines.    
•Meet or exceed company initiatives and Key Performance Indicators (KPIs) that drive the company's operational goals 
•Update SOPs and other documents when required.    
•Assist with Meet and Greet service for high profile guests and clients when needed  
•Assist with Reserve Space and booking conference rooms for clients   
•Flexible to work early morning, nights and weekends upon request   
•Other duties as assigned  
  
  
Key Competencies  
•A genuine sense of hospitality, with a commitment to delivering the Rapport business standards.  
•Demonstrated talent for interacting with a wide variety of people; ability to effectively organize and coordinate multiple priorities; ability to learn and develop new skills; ability to problem solve.  
•Shows expert client relationship, influencing, presentation, listening, and communication skills (written and verbal)  
•The ability to work under pressure, prioritizing tasks and juggling many jobs simultaneously, while constantly interacting with clients and visitors.  
•Advanced computer skills and knowledge of office technology / equipment including Microsoft Suite   
•Punctual, dependable, and dedicated to achieving operational excellence, down to the smallest of details.  
•Discreet, ethical, and committed to maintaining a high degree of confidentiality.  
•A consistent professional approach, with a mindset to take ownership and responsibility within and outside one’s job domain.  
•At least 2 years of experience supporting meetings and events  
•Flexibility to work early morning, late evenings and weekends depending on operational needs.