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Event Services Coordinator

2 months ago

Houston, Texas, United States Blackstone Talent LLC Full time

Position Overview: We are seeking a motivated and detail-oriented Event Services Coordinator for a temporary to permanent role. This full-time, non-exempt position involves managing a range of administrative tasks within the conference center. The successful candidate will embody professionalism while welcoming guests, overseeing conference room setups, and delivering exceptional service. Flexibility for extended hours, including late shifts and overtime for events, is essential due to departmental growth.

Key Responsibilities:

  • Catering Management: Offer menu recommendations for meetings, place catering orders, and confirm details 24 hours in advance.
  • Room Preparation: Ensure appropriate room layouts, IT configurations, and catering arrangements for meetings. Collaborate with Office Services and IT for audio-visual requirements.
  • Facility Oversight: Work with facilities management to maintain the conference services area. This may involve navigating the conference floor and meeting spaces independently.
  • Food Service Assistance: Support in serving and presenting food during meetings and events.
  • Conference Room Upkeep: Ensure the cleanliness and professional appearance of meeting spaces.
  • Scheduling Management: Handle numerous meeting room and facility requests, ensuring precise scheduling.
  • Audio-Visual Coordination: Collaborate with Office Services and IT for audio-visual equipment needs for meetings, including video conferencing and multi-office calls.
  • Client Service: Provide outstanding service to clients, visitors, and internal stakeholders both in person and via phone.
  • Logistics Management: Assist with deliveries, courier services, and arrangements for hotels, restaurants, and transportation.
  • Reporting Duties: Generate detailed reports on current and upcoming meetings, including invoice tracking and reconciliation.
  • Mail Handling: Organize and distribute mail and packages, create name tags, and maintain a visitor log.
  • Support Services: Assist the Business Center with tasks such as faxing, printing, copying, and managing wireless access.
  • Expense Tracking: Monitor and reconcile catering expenses, submitting them electronically for payment.

Qualifications:

  • Education: Some college education preferred.
  • Experience: At least 2 years of experience in Conference Services or in a banquet or corporate meeting environment.

Skills:

  • Proficient in Microsoft Outlook, Word, and Excel; strong typing skills.
  • Excellent verbal and written communication abilities.
  • Proactive self-starter dedicated to exceptional customer service.
  • Effective team player with strong organizational skills and attention to detail.
  • Able to troubleshoot issues and make informed decisions.
  • Capable of multitasking with high accuracy and efficiency under time constraints.
  • Strong interpersonal skills for effective communication with attorneys, staff, and vendors.

Working Conditions:

This is a full-time position with a standard five-day work week. Flexibility to work overtime, including potential weekends and extended hours for events, is required.

If you are a dedicated professional with a commitment to exceptional service and flexible working hours, we encourage you to consider this opportunity.