Facility Events Coordinator

What This Job Involves The Workplace Experience Meeting and Event Coordinator assists with planning and executing internal and external events while ensuring exceptional client experience through proactive communication and high-touch hospitality service. This role serves as the primary point of contact for conference center clients, managing all operations, functions, and logistics including scheduling, catering, audiovisual requirements, and event setup coordination. The coordinator demonstrates expertise in executing high-profile meetings with senior executive participation while consistently delivering high standards of care that exceed client expectations.

Your day-to-day tasks will include:

• Consulting with conference center clients to determine event needs including space requirements, physical setup, audiovisual and technical requirements, catering, and event support while serving as the primary point of contact responding to all requests in a timely manner.
• Managing all conference center operations and logistics including scheduling using client scheduling software, ordering catering, and troubleshooting audiovisual and setup issues to ensure seamless event execution.
• Executing high-profile meetings and events with senior executive participation by consistently delivering high standards of care, exceeding client expectations, and proactively anticipating client needs.
• Handling all administrative support for conference center and off-site meetings including preparing cost quotes, presentations, responding to inquiries and requests, and managing budget planning to stay within allocated budgets.
• Coordinating with vendors, facilities staff, and service providers by providing information and direction to ensure excellent coordination and execution with minimal disruption to operations.
• Collecting feedback from business line stakeholders and client attendees to integrate into continuous improvement efforts and engage in developing best practices and service delivery efficiencies.
• Establishing rapport and maintaining relationships with events and conference clients while following established escalation procedures and incident reporting protocols.
• Supporting Facilities teams including mail and reception services.

Required Qualifications:

• Bachelor's degree or proven experience as an event planner or organizer.
• 1-3 years of experience in event planning, project management, hospitality, or related field.
• Exceptional customer service skills with a demonstrated passion for hospitality and high-touch service delivery.
• Excellent time management and verbal/written communication skills with the ability to communicate professionally across all organizational levels.
• Ability to multi-task and manage multiple priorities in a fast-paced environment while delivering results under tight deadlines.

Preferred Qualifications:

• Experience working with clients at all levels of an organization, including C-suite executives and senior leadership.
• Budget planning experience with demonstrated ability to develop cost quotes and manage expenses within allocated budgets.
• Willingness and ability to travel as needed with flexibility to work some nights and weekends based on event requirements.
• Highly collaborative interpersonal skills with a track record of initiative, integrity, and good judgment in decision-making.
• Proficient skills in Microsoft Office Suite including Excel, Word, PowerPoint, Visio, and Outlook.
• Experience with client scheduling software and conference center management systems.
• Knowledge of audiovisual equipment troubleshooting and technical event setup requirements.