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Event/Conference Room Management Clerk

3 months ago

Washington, United States Prime Response Inc. Full time
Job DescriptionJob Description

PRI is seeking a full-time Event/Conference Room Management Clerk to work on a Federal contract in Washington, DC.


This position will provide conference room management support services including, but not limited to:

Internal Events -

  • Scheduling of conference rooms via the Resource Scheduler software;
  • Serving as the focal point to coordinate and implement user requirements for room layouts such as furniture and equipment needs;
  • Support all Commission internal meetings and events, as well as public hearings, meetings and receptions;
  • Interacting with the Events Manager and Project Manager (PM) to ensure proper room set ups
  • Serving as the liaison with vendors, personnel, and other officials, in coordinating and implementing room layouts. Liaison responsibilities include creating and maintaining logistical documents, event files, spreadsheets, sign-in sheets, inventories, etc. For internal events (e.g., meetings); and
  • Ensuring the conference room furniture is arranged as stated in the logistics document and that water pitchers, if required, are full prior to the meeting.

External Events (e.g., members of the public are attending) –

  • Ensuring the conference room furniture is arranged as stated in the room reservation and logistical document and that water pitchers, if required, are full prior to the event;
  • Participating in the development of logistical requirements for each conference, including attending dry runs prior to the event to ensure all issues are covered, along with offering suggestions on how to handle logistics;
  • Setting up food on tables and making coffee required, including receiving all catered food and confirming the accuracy of the order;
  • Ensuring that the conference room doors are closed during the event and open at other times (e.g., during breaks); and
  • Replenishing consumable items, such as food, coffee and water during breaks unless requested more frequently by the Events Manager.


Responsible for clean up after internal and external events (e.g., storing furniture, cleaning dishes and vacuuming the floor, as needed). Will need to store all conference room furniture and event items (tables, chairs, coolers, coffee urns, water pitchers…) and be aware of their locations at all times to ensure their proper return.


Will also be responsible for maintaining the conference pantry. This includes, but is not limited to:

  • Keeping dishes and coffee pots clean;
  • Ensuring all pantry items are kept in their proper places;
  • Maintaining an adequate inventory of all kitchen staples and supplies; and
  • Ensuring that tablecloths present a clean appearance.


Off-site Events Held at a Local Venue –

Should the Agency conduct an event off site at a local venue, the contractor shall participate in the development of the logistical requirements and interact with the local venue staff to ensure that the room is set up properly, all supplies are available, and interact with the Office of Data and Technology to ensure all AV requirements have been met in accordance with the logistics document. The contractor may be required to support the off-site event in other capacities, if required.



Requirements

Qualifications:

  • At least 3 years’ experience as an event coordinator
  • Strong interpersonal skill and be customer service oriented
  • Excellent written and verbal communication skills
  • Organization and multi-tasking abilities
  • Critical thinking skills “outside of the box” when planning and gathering requirements for the external or internal events
  • Excellent attention to details skills
  • Capability of working with internal and external teams and personnel
  • Familiarity with the event reservation program
  • Knowledge of table layout for food presentations
  • Proficient in MS Office with proven experience in PowerPoint, Word, and Excel programs.
  • Able to safely lift up to 50 pounds and work on a 6 foot ladder.
  • Minimum High school diploma or equivalent




BenefitsPaid Time Off, Sick Leave, Paid Federal Holidays, Health Insurance, Dental, Vision, Accidental Death & Dismemberment, Short and Long-term Disability, Life Insurance, and a Fidelity 401K.

PRI is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business needs.