Conference Center Coordinator

1 month ago


Chicago, United States The Millennium Group Full time
Job DescriptionJob Description

Key Responsibilities:

  • Manage conference/hospitality calendars; confirms reservations, communicates questions to the meeting organizers, coordinates internal resources to ensure room and beverage set ups in a timely manner
  • Respond to a high volume of phone calls and emails with new meeting requests and special "add-ons" for new and existing meeting requests.
  • Sends initial confirmations in connection with booking of conference space which include accurate completion of the meeting request form.
  • Quickly and easily identify booking conflicts or potential booking conflicts and suggest solutions
  • Responsible for response and monitoring of two Outlook mailboxes
  • Communicate with meeting organizers before, during, and after, where applicable to maintain a positive relationship and respond to inquiries and requests in a timely manner.
  • Coordinate all post conference/debrief feedback sessions with the meeting organizers and relevant members of the operations staff so as to obtain first-hand comments and certain complex, critical, and large-scale events.
  • Assists with conference room set ups where necessary
  • Support various operations activities where necessary
  • Other duties as assigned

Qualifications:

  • HS Diploma or equivalency required; higher education preferred
  • Minimum (2) years experience in conference center planning in a corporate meeting/events, or conference center environment
  • Proficient in Word, Excel, Outlook, MS Teams
  • MUST possess exceptional organizational skills with the ability to prioritize tasks and multi-task efficiently
  • Must be adaptable to a dynamic environment while possessing strong interpersonal skills
  • Excellent written, oral, and verbal customer service skills
  • Able to learn new skills quickly
  • Flexible and able to juggle multiple, and at times, conflicting priorities
  • Strong initiative required; ability to work independently with minimal direct supervision
  • Able to remain diplomatic in stressful situations; team oriented and has the capacity to build strong working relationships both within the team and with external stakeholders/customers
  • Maintains confidentiality while working with highly sensitive materials
  • Punctual, dependable, and dedicated to achieving operational excellence
  • Maintain a consistently professional approach, with a willingness to take ownership and responsibility
  • Able to walk, bend, kneel, stand, and/or sit for extended periods of time
  • Able to lift or move 50lbs or greater at times


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