Conference Coordinator

Williams Lea is hiring for Conference Coordinator for our New York Office to work Monday to Friday 8:00 am to 5:00 pm! This position will require proof of Covid-19 vaccination Pay: $25.00 hourly Benefits: Dental Vision 401k PTO Life Insurance Prescription Drug Plan Flexible Spending Account Domestic Partner Benefits Commuter Benefits The Conference Coordinator ensures the seamless planning and coordination of meetings, conferences and other events. The Conference Coordinator serves as the main concierge for all meetings, conferences, and events and acts as the single escalation point for all vendors and end users. Job Duties (* denotes an “essential function”) Coordination of a wide range of services for meetings which have been booked, including Audio Visual and other IT requirements, food and beverage requests, conference room set-ups, signage, distribution of materials, etc. Includes delegation of work assignments/tasks to the Hospitality Associates to ensure department deadlines are achieved. * Quickly identify booking conflicts or potential booking conflicts and suggest solutions.* Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.* Produce daily report of all comprehensive meetings in order to document events and share detailed information with all involved departments. Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.* *Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc. *Manage all post-conference/debrief feedback sessions with the client and relevant members of the operations staff so as to obtain first-hand comments on certain complex, critical and/or large scale events. Respond to numerous phone calls and emails with new meeting requests and special “add-on” information for existing meetings. Assist in stocking conference rooms with office supplies (pads, pens, pencils, staplers, tape, etc) Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings. Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings. Conduct site inspections to ensure pristine condition and escalate maintenance issues. Job qualifications High School diploma or equivalent Minimum (2) years experience with conference planning experience in a corporate or conference center environment Good knowledge of conference center reservation systems Excellent organization skills with the ability to prioritize tasks and multi-task efficiently Excellent oral and written communication skills Exceptional client service skills to exceed expectations Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint) Punctual, dependable and dedicated to achieving operational excellence Discreet, ethical and committed to maintaining a high degree of confidentiality Maintain a consistently professional approach, with a willingness to take ownership and responsibility Who we are: From our humble beginnings as a print shop in London, to our position today as a global leader in Marketing and Communications services. Our business is built on a strong heritage, great relationships and a talented team. Today we have one purpose, to create value for our clients by working smarter with fewer resources, enhancing efficiencies, improving their customer's experience and strengthening their brand reputation. Our clients and their customers have always been at the heart of everything we do. Our long-term partnerships, great relationships and exceptional employees have been the driving force behind our success. Your safety and well-being: As we all continue to deal with the effects of COVID-19, your health and well-being remain our top priority. In preparation for returning to our workplaces, the following guidance has been developed with reference to government, designated authority, as well as feedback received from employees. This guidance is further supported by our Wellness site content and external resources to help you manage through these unprecedented times. Face masks: To supplement social distancing and where stipulated, everyone is required to wear a face mask at all times upon entering and when working within the building. Social distancing: Workstations and office areas are continually evaluated to ensure the 2m/6ft social distancing rule can be applied and adhered to by all employees. It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law. Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.