JOB SUMMARY:

This Conference Services Coordinator is responsible for conference room set-up and breakdown including catering services and furniture configuration. Some examples of typical events are: internal, client meetings, board meetings, depositions, town halls, training programs, sit down dinners, happy hours and seasonal events. Also responsible for maintaining supply inventory and equipment, cleanliness and overall appearance of conference rooms, service areas, pantries, catering kitchen and visitor offices.

ESSENTIAL FUNCTIONS

• Pull and review daily reports from reservation software (EMS) to proactively plan setup and cleanup schedules.
• Retrieve delivery, setup and breakdown of all food and beverage services on a timely basis as outlined in the daily setup worksheet.
• Respond immediately to same day/urgent requests- changes, additions and cancellations.
• Set up, decorate, and prepare serving areas ensuring pristine upscale catering presentations.
• Determine appropriate linens, rentals and catering supplies needed to support special events.
• Place daily catering orders according to detail within EMS reservations.
• Reconfigure conference room furniture (tables, chairs) and transport back and forth to storage area.
• Clean, stock and maintain organization of catering kitchen, pantries, buffets and storage areas.
• Operate, maintain and clean a variety of standard kitchen equipment, including dish washers, coffee machines, ice machines, utility carts, and microwaves.
• Established product par levels and order replacement inventory to ensure adequate supplies to meet client needs.
• Inspect all conference rooms daily and in-between scheduled room assignments, as appropriate, maintaining cleanliness and proper furniture configuration.
• Perform routine conference room and/or visitor office checks. Using checklists provided, ensure all locations are kept in pristine condition- fully stocked, with proper documentation.
• Report facilities issues to local office contact, i.e. stains on carpets or walls, damages to chairs, cabinets, drawers, shades (perimeter and interior), etc.
• Abide by safety and sanitation standards at all times.
• Provide backup for audiovisual support (will train as needed)
• Uphold all Conference Services policies, procedures and high standards for quality service.
• Perform other work related duties as assigned by the Conference Services Manager/Supervisor and Office Manager.

ESSENTIAL CAPABILITIES:

• Demonstrate high level of customer service and polished professionalism at all times.
• Interpret and respond clearly and effectively to e-mail as well as spoken requests over the phone or in person, and to verbal or written instructions.
• Must be flexible and handle multiple competing tasks, responding quickly to changing priorities.
• Ability to work in a fast-paced environment and react quickly and efficiently in stressful situations.
• Must be team-oriented and be able to work effectively in a culturally and educationally diverse environment.
• Must be self-motivated, demonstrate ownership and operate under limited supervision.
• Relay customer feedback and suggestions for improvement to management.
• Reliable and punctual.
• Flexibility in reporting hours, available for scheduled and unscheduled overtime.
• Maintain confidentiality in all client and firm matters.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• High school diploma or the equivalent and a minimum of three years of related work experience.
• Knowledge of beverage and food presentation and event space configuration.
• Experience with corporate catering/executive dining and/or banquet/wait staff experience in catering hall, event space, convention center or hotel
• Must have computer knowledge and be familiar with Microsoft Outlook. Reservation software experience a plus.
• Ability to move large tables and chairs.
• Ability to lift at least 30 pounds and ability to move freely within the workplace.
• Willingness to learn and adapt to new systems and procedures.

Working conditions:

Normal office environment and schedule

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.