Conference Solutions & Events Coordinator

Our Conference Solutions and Events Coordinator will support the Site and Facility Management Operations Teams by assisting with conference room bookings and event planning to proactively develop and maintain strong Client relationships to ensure that expected service levels are achieved within the controlled environment of a fast-paced Life Sciences account. This key member of the Soft Services Team is responsible for overseeing the development and ongoing support of conference and meeting room solutions for our Clients, working closely with them to understand their unique needs, provide expert guidance and deliver exceptional conference and event experiences. This role is Client-facing and must exhibit exceptional customer and communication skills from the C-Suite throughout the organization.

What Your Day-to-day Will Look Like

• Actively support a culture of teamwork, cooperation, performance excellence, and personal success
• Respond to all work order requests in a timely manner, ensuring KPI compliance and excellent customer service
• Identify opportunities for improved operation, service excellence and cost savings and make well thought out recommendations
• Provide information and direction to Client, Vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption
• Update and maintain accurate records and official documentation for the site
• Other duties as assigned
  
  

Client Relationship Management

• Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators
• Deliver an exceptional quality of service and hospitality, as reflected by Client and Teammate feedback
• Coordinate site operations in accordance with all agreed policies, procedures and contract scope.
• Support executive meetings, high visibility corporate events and visits, town halls and audits.
• Support troubleshooting and maintenance of all conference solutions technology.
• Collaborate with cross-functional teams including events, dining/catering, janitorial, and misc/technology vendors to develop and execute detailed conference room designs, ensuring optimal functionality and user experience.
• Liaise with internal departments to ensure proper coordination and delivery of event-related services and support.
• On-site event management, overseeing setup, execution, and breakdown of events.
• Conduct post-event evaluations and analysis, gathering feedback from clients, attendees, and vendors to identify areas for improvement and ensure client satisfaction.
• Train end-users on the proper use of conference room technologies, trouble-shooting common issues, and providing ongoing support.
• Anticipation and response to Client’s needs and concerns, including ensuring no safety or security incidents occur.
• Perform additional job duties, as requested.
• Assist Soft Service Manager/Community Manager with site delegated tasks
  
  

Required Qualifications

• High school diploma required
• At least 1-2 years of experience in corporate environment, event coordination or related roles
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
  
  

Other Requirements

• Strong organizational, time management, and multitasking skills, with the ability to manage multiple events simultaneously
• Exhibits strong commitment to safety
• Ability to manage multiple priorities and deliver results in a fast-paced environment
• Highly collaborative with strong interpersonal skills and an ability to interact with internal and external clients
• Strong verbal and written communication skills with the ability to communicate professionally
• Ability to remain calm and composed under pressure, with the flexibility to adapt to changing situations and client requests
• Customer-focused & Team mindset with a passion for delivering exceptional service and support
• Ability to work independently with little supervision and effectively deal with stressful situations
• Self-motivated; confident, energetic and flexible
  
  

Preferred Qualifications

• Associates degree
• Understanding basic technical aspects of facilities (i.e. types of Vendors that provide various services) is advantageous
  
  

Work Schedule:

• Monday to Friday, from 8:00 am to 4:30 pm