Lead Conference Services Coordinator

Lead Conference Services Coordinator

The Conference Services Coordinator is a key member of the Cushman & Wakefield onsite account team for the client. This individual is part of a broader Workplace Experience team that aims to ensure employees feel productive, engaged, and well supported in the workplace, and that they are able to thrive in a dynamic environment. The Conference Services Coordinator (CSC) is responsible for managing the daily operations of a dedicated conference center at a client's site. This includes addressing employees' questions, helping employees troubleshoot, ensuring that spaces are work- and people-ready. The Conference Services Coordinator collaborates regularly with the onsite team to provide a seamless experience for the employees while at the office. We are looking for a highly collaborative self-starter who enjoys solving problems, has fantastic communication skills, and can bring an elevated customer experience to employees and visitors in the conference center.

Essential Functions and Responsibilities

Provide high touch support to employees in the conference center. This includes acting as the first line of response to user questions, providing hands-on support to troubleshoot issues, and following up as required.

Provide a warm welcome to all employees and guests, leaving them with a positive and professional first impression.

Oversee day-to-day operations for the center (room scheduling, setup configurations including furniture and technology, catering and foodservice coordination, cleaning, and day porter coordination)

Move furniture, arrange tables, and physically setup rooms according to the table configurations requested for the room booking

Provide logistical/concierge-style service and support

Execute general administrative support ensuring end to end accountability so conference center users have an efficient, pleasant, and seamless experience

Conduct routine inspections of all conference/meeting rooms to ensure equipment is operational and room is set and stocked with supplies

Function as the "eyes and ears" of the conference center and proactively submit work orders to report repairs, required maintenance, broken or missing furniture before an end user is impacted.

Follow escalation protocols, having all required knowledge of cross functional teams' responsibilities

Address all incoming requests from business units on conference services related support

Retrieve and follow up on all after-hours requests

Collaborate with facilities, IT, and catering to provide wholistic support to employees, as needed

Key Competencies

Communication – Comfortable corresponding with executive level clients, and interacting with individuals at all levels

EQ – Showcase exceptional emotional intelligence and empathy

Organized – Detail oriented, confident, self-starter with exceptional organizational skills

Proactive – Maintain a "can do" mentality with the ability to act with minimal information

Character – Demonstrate integrity, accountability, self-awareness, and strong work ethic. Showcase strong business acumen.

Professional – Project an approachable and professional image in personal appearance, manner, and demeanor.

Resilient – Ability to work under pressure, while acting in a calm manner – including the ability to move heavy furniture and arrange conference room tables and setups

Technology Proficiency – Ability to successfully use the Microsoft Suite and comfortability in learning proprietary tech tools.

Experience and Education

Minimum of 2 year of related work experience in conference services, events, real estate services, travel/hospitality, or customer service. College degree preferred but not required.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. May be required to travel outside between properties in varying weather conditions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to sit or stand for prolonged periods of time; regularly use hands to operate office machinery including, but not limited to, telephones, computers, fax, and photocopy machines; regularly required to walk, talk, and hear.

This role also requires the ability to move tables and carry furniture.

AAP/EEO Statement

Cushman & Wakefield provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed, and employees are treated during employment without regard to any of these characteristics. Discrimination of any type will not be tolerated.

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Note: This job description includes the core responsibilities for Cushman & Wakefield. These duties may have slight modifications based on the regional location.