Conference Center Coordinator

3 weeks ago

Philadelphia, United States Public Health Management Corporation Full time

PHMC is proud to be a leader in public health. PHMC requires that all employees are fully vaccinated with the Covid-19 vaccine before the first day of employment.

Job Overview:

The Conference Center Coordinator reports to Real Estate & Facilities and is responsible for providing exemplary customer service to guests and PHMC employees. The role involves managing the Conference Center Rooms (A-E, LM01, LM02, & LM03) at 1500 Market Street and the Multi-Purpose Rooms at 4601 Market Street and logistics; assisting with event and meeting planning by aligning with PHMC departments; and providing a seamless experience for PHMC guests and employees. The Conference Center Coordinator will respond to a wide variety of guest requests and needs.

Responsibilities:

* Handles guest interactions with the highest level of hospitality and professionalism, accommodating special requests whenever possible
* Manage on-site event planning in concert with the host department and the IS/communications departments, including logistics (scheduling, set-up, etc.)
* Update meeting requestors in a timely manner on any changes to the meeting schedule
* Offers solutions to resolve guest and employee needs, including scheduling conflicts
* Works in conjunction with the IS department to troubleshoot and resolve audio visual issues
* Coordinate with Director of Operations, Real Estate & Facilities Management regarding needing additional resources for conference center reconfigurations
* Ensure that all conference center resources are secured properly
* Check the pantry area regularly to ensure that all is working properly
* Monitor PHMC Office Etiquette policy & procedures related to common areas, meeting spaces and conference center
* In-house resource for Centre Square Tenant manual as it relates to operating and maintaining PHMC conference space
* Maintain schedule & set up for Conference Center
* Track trends and usage patterns for meeting spaces making recommendations for improving space quality & function
* Track and run monthly reports related to conference center usage
* Improve corporate event planning process by improving vendor relations
* Maintain the Conference Center Procedures and ensure updates are uploaded to the intranet
* Provides individual and group training on Conference Center procedures and processes
* Work with security officers to ensure building and company security needs are met
* Assist in the planning and execution of company-wide special events, e.g. Annual Meeting, Halloween Party, etc.
* Contribute to a collaborative, friendly and fun work environment that allows clients to be more productive and innovative
* Act as a back-up for VMS entries for events related to the conference center
* Work with the Front Desk Receptionist to confirm or release space for future meetings that are not yet confirmed
* Acts as backup for Receptionist

Skills:

* Exceptional customer service and interpersonal skills
* Excellent communication and organizational skills
* Ability to multi-task efficiently and effectively
* Solutions-oriented with ability to troubleshoot problems or issues
* Exhibit a professional appearance, attitude and demeanor at all times
* Must be punctual and adhere to company attendance policies
* Familiarity with Microsoft Office suite

Experience:

* Customer service or organizational management experience preferred

Education Requirement:

* Bachelor's degree

Salary:

* Commensurate with education and experience
* Grade 15

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