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Event Services Coordinator

2 months ago

Bethesda, Maryland, United States Aramark Full time

Position Overview
The Event Services Coordinator will assist the Conference Planning Management Team by ensuring seamless transitions from initial bookings to accurate documentation of client details.

Key Responsibilities
- Address guest requirements at the business center, including tasks such as copying, typing, and creating signage or name tags.
- Aid Conference Planners in generating agreements, VMS forms, and maintaining organized files.
- Compile and distribute weekly cover pages and reports, including the Daily Change Log and Daily SVP Report by the end of each business day.
- Prepare a daily schedule that outlines available rooms and scheduled groups within the facility.
- Conduct weekly cross-referencing of rosters and rooming lists to verify day guests, collect credit cards for classes with day guests, and process payments for meals through the Micros system.

- Maintain an organized filing system and essential departmental records, including answering calls, providing information, and taking messages as necessary.
- Efficiently manage internal and donated events to maximize revenue generation while addressing both internal and client needs.

- Schedule and organize internal events using Delphi software.
- Communicate with customers to provide timely confirmations of countersigned BEOs.

- Oversee the Micros process, including Day CMP Charges and S&H charges.
- Distribute communication documents such as BEOs, resumes, reports, memos, and letters using various software tools.
- Assist in preparing and coordinating mailing correspondence, including executing Delphi merge documents.

- Manage correspondence, signage, emails, and post-con surveys for the Planning Team.
- Take client requests for additional meetings or office space while they are on-site.

- Create bookings and maintain all requests and space holds within Delphi.
- Keep accurate receipt records for guests and maintain all group files by uploading them onto SharePoint for future reference.
- Create, maintain, and update all STOs related to Support Desk functions.
- Manage inventory and office supplies effectively.

- Deliver exceptional customer service by anticipating guest needs.
- Assist the Director of Conference Planning and Conference Planning Managers with special projects as assigned.

Qualifications
- Minimum of two years of experience in Meeting/Conference Support or an Administrative role.
- Positive demeanor towards guests, customers, clients, and colleagues.
- Proficient in computer operations with a working knowledge of Delphi, Opera, and Microsoft Suite products.
- Ability to adhere to policies and procedures accurately.
- Maintain confidentiality in all aspects of the role.
- Professional appearance and demeanor are essential.
- Strong written and verbal communication skills across all organizational levels, with excellent grammar.
- Proven customer service experience with a keen attention to detail and follow-up skills.
- Effective time management skills, capable of multitasking and prioritizing tasks.
- Flexibility to work varied hours as needed.

About Aramark
Our mission is rooted in service and united by purpose, striving to achieve great things for each other, our partners, our communities, and our planet. We believe in equal employment opportunities for all employees and do not discriminate based on race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status, or other characteristics protected by applicable law.

At Aramark, we proudly serve millions of guests daily through food and facilities in 15 countries worldwide. We are committed to helping you develop your talents, fuel your passions, and empower your professional growth.