Meetings & Events Coordinator

3 weeks ago

Austin, United States Burnett Specialists Staffing | Recruiting Full time

Prestigious international law firm is seeking a Meetings & Events Coordinator to assist with the planning and execution of operations for all activities and events in their Conference Centers. They would like to hire ASAP as a contractor with the opportunity to convert to perm if things go well and the range is 56.5K-70.3K. This is an in office position in downtown Austin.


Responsibilities

  • Coordinates catering and beverage services for daily meetings and events sponsored by the firm. This includes working with internal and external clients to determine space-planning requirements, food and beverage requirements, and staffing needs.
  • Evaluates caterers’ qualifications, and searches to provide new and innovative ideas about catering and menus. Negotiates vendor prices.
  • Places catering orders, and ensures they are received on time and monitors food quality.
  • Works with Supervisor to plan and execute special events, which includes meeting with clients and vendors to obtain information regarding their event. Designs menus to present to internal or external client and decides on event space layout to fit the flow of events.
  • Acts as the lead during events, which includes briefing staff on the plans, setting out timelines for events, ensuring proper event setup and execution.
  • Assists with scheduling various meeting rooms, temporary office assignments, and other firm facilities, which includes coordinating with other departments and outside agencies to ensure all needs are met for each event. Orders after-hours food as necessary.
  • Regularly evaluates conference rooms and facilities for problems such as light outages, blemishes on surfaces or technical issues, and reports any problems to the appropriate department.
  • Manage coffee bars. Ensures they are cleaned and well stocked. Maintains appropriate inventory for disposable supplies including beverages, snacks, cleaning products and paper goods.
  • Maintains all vendor insurance certificates.
  • Assist in preparing invoices and processing payment requests.


Education:

  • Bachelor’s degree or related experience. Meeting Professional certification preferred.

Experience:

  • At least four years of catering and conference or event planning experience.

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