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Hospitality Coordinator

2 months ago

Chicago, United States Robert W. Baird & Co. Incorporated Full time

Global Investment Banking The Hospitality Coordinator will be a highly visible, proactive member of the Global Investment Banking Department of Baird. The Hospitality Coordinator will oversee the planning and execution of meetings and events in the Chicago Conference Center and assisting callers, internal and external clients, and visitors. The position needs someone energetic, comfortable in a fast-paced setting, and capable of various tasks like scheduling meetings, receptionist duties, event hosting, and facility maintenance, while also identifying and implementing improvements. This individual will ensure that events scheduled at the facility are flawlessly executed. This individual will work directly with the Senior Hospitality Planner to ensure all facets of the planning and execution of an event proceed according to the client’s specifications, including room set up, audio/visual, food & beverage, and any other services the client may need. As a Hospitality Coordinator, you will: Receives meeting requests, assigns rooms, orders catering, etc. to ensure successful execution of meetings and events. Ensure a timely confirmation to internal client upon receipt of meeting request and maintain ongoing correspondence via calls, e-mail, and in person meetings. Maintains event files for each booking; confirms event details with internal and external clients and produces appropriate orders and confirmation.

Works closely with catering vendors and their staff to ensure timely and appropriate delivery and setup of all catering orders, including stocking and refreshing beverage stations and snack pantry. Ensures staff kitchen is clean and organized at the start and end of each day. Must be willing to learn details of catering offerings, ingredients, preparations and presentation.

Works closely with AV vendors and Baird IT to ensure proper function of technology in meeting space and ensures end users are trained and assisted accordingly. Supports and troubleshoots onsite audiovisual equipment.

Manages the meeting space to ensure client needs are met, following GIB policies and procedures. Finds alternate meeting space for requests that are unable to be accommodated in the Chicago Conference Center. Prepares and arranges meeting materials including, but not limited to, pads, pens, mints, table tents, whiteboards, flipcharts, and markers, ordering items as needed to maintain operations.

Offers first-class service, proactively offering assistance, food and beverage, parking validation, directions, etc. Anticipates requests for recommendations in Chicago. Focuses on addressing guest needs, anticipating and resolving potential situations.

Collects, organizes, and completes billing for charges incurred from catering partners by meeting organizers, and submits monthly reports to Accounts Payable for payment processing and chargebacks. Reconciles billing by submitting chargeback report to Finance on monthly basis to include appropriate charges and project codes.

Opens and closes the Chicago Conference Center space and serves as primary on-site contact for leadership. Assists in maintaining the event space by setting, flipping, and refreshing meeting rooms as needed, monitoring and maintaining cleanliness of facility.

Distributes a weekly meeting packet and conducts weekly meetings with Sr. Hospitality Planner to communicate and discuss services such as food and beverage, set up and audio/visual.

Maintains open lines of communication with Sr. Hospitality Planner and US Business Operations Manager to ensure consistency. Identifies process improvement and implements solutions.

Assists Operations Team with new hire onboarding including receiving IT equipment, booking space for orientation meetings, creating welcome bags and suppling new hires desk. Welcoming new hires on their first day in the office and ensuring a great first impression.

Provides back-up hospitality coverage to GIB Conference Space in New York and DC and is willing to travel to those offices for training and support as needed.

Assist Sr. Hospitality Planner and Corporate Events Team with planning and executing Chicago based social events such as happy hours, team lunches and special events.

Order, maintain inventory and stock snacks and beverages in GIB cafes and game rooms.

Performs other duties as assigned.

What makes this opportunity great: Compelling careers working side-by-side with the best in the business.

Ability to work with a variety of teams and leaders, proving your ability to be flexible and highly adaptable.

Team of associates passionate about achieving great results for clients and give back to the communities where we live and work.

What we look for: Bachelor’s Degree or applicable work experience. 1+ years’ experience in hospitality role required.

Knowledge of audio visual including Zoom, MS Teams, and Webex. Knowledge of MS Suite and generally tech savvy.

Knowledge of food & beverage, catering, room set ups and event logistics.

Independent self-starter with ability to tolerate peak workloads, multiple assignments and produce results with accuracy and reliability while demonstrating a calm demeanor in stressful situations.

Must be resourceful and professionally curious. Able to problem solve independently.

Excellent organizational skills - ability to prioritize daily workflow to effectively meet deadlines.

Must have professional appearance and dress with strong customer service skills.

Ability to arrive to work on time, reliable.

Excellent written and verbal communication skills required; attention to detail a must.

Must be able to work evenings and be willing to work various shifts each day to meet the demand of the conference center.

Must be willing to travel to New York and DC on a quarterly basis.

Must be able to work for long periods of time on feet and lift approximately 50 pounds.

Knowledge of Chicago hospitality market, including caterers, restaurants, and other services, preferred.

Experience with and working knowledge of Crestron Remote Access and ReServe Interactive preferred.

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