Conference Services Coordinator - Mon - Fri 9am-6pm
Williams Lea

Job Info

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Williams Lea is hiring for a Conference Services Coordinator for our New York City office to work Monday through Friday 9:00 am to 6:00 pm!

Pay: $25.00/hour

Benefits:

• Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Additional Employee Perks and Discounts

The Conference Service Associate (CSA) ensures the seamless planning and coordination of meetings, conferences and other events. The CSA serves as the main concierge for all meetings, conferences, and events and acts as the single escalation point for all vendors and end users.

Job Duties
(* denotes an "essential function")

• Coordination of a wide range of services for meetings which have been booked, including Audio Visual and other IT requirements, food and beverage requests, conference room set-ups, signage, distribution of materials, etc. Includes delegation of work assignments/tasks to the Hospitality Associates to ensure department deadlines are achieved. *
• Quickly identify booking conflicts or potential booking conflicts and suggest solutions.*
• Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.*
• Produce daily report of all comprehensive meetings in order to document events and share detailed information with all involved departments.
• Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.*
• *Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
• *Manage all post-conference/debrief feedback sessions with the client and relevant members of the operations staff so as to obtain first-hand comments on certain complex, critical and/or large scale events.
• Respond to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings.
• Assist in stocking conference rooms with office supplies (pads, pens, pencils, staplers, tape,etc)
• Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings.
• Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings.
• Conduct site inspections to ensure pristine condition and escalate maintenance issues.

Job qualifications

• High School diploma or equivalent
• Minimum (2) years experience with conference planning experience in a corporate or conference center environment
• Good knowledge of conference center reservation systems
• Excellent organization skills with the ability to prioritize tasks and multi-task efficiently
• Excellent oral and written communication skills
• Exceptional client service skills to exceed expectations
• Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint)
• Punctual, dependable and dedicated to achieving operational excellence
• Discreet, ethical and committed to maintaining a high degree of confidentiality
• Maintain a consistently professional approach, with a willingness to take ownership and responsibility

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We're always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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