Conference Services Coordinator

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

As a Conference Services Coordinator, your primary responsibility is to deliver exceptional customer service and create a welcoming and memorable experience for guests. You will serve as the main point of contact for guests, assisting with inquiries, providing information, and offering personalized recommendations to enhance their stay. From arranging reservations to coordinating special requests, your role is crucial in ensuring that guests have a delightful and stress-free experience during their time at our establishment. Your proactive approach, attention to detail, and extensive knowledge of local attractions will contribute to making their stay truly exceptional.

• Position: Conference Services Coordinator
• Location: Washington, DC 20006
• Shift: 8:00 AM – 5:00 PM
• Pay Rate: $29 -$30/hour

POSITION SUMMARY:

The Conference Services Coordinator is responsible for managing the scheduling, logistics, and execution of meetings and events across conference spaces. Reporting to the Client Relations Manager this role ensures seamless coordination of meeting services, including catering, technology, and room setup. The position plays a key role in delivering a high-quality client experience through organization, communication, and operational support and is classified as non-exempt.

ROLES & RESPONSIBILITIES:

• Coordinate conference room scheduling and manage all meeting reservations to ensure optimal space utilization.
• Arrange meeting logistics, including catering, room setup, and special requests for internal and external clients.
• Communicate professionally with staff, clients, and vendors via email, phone, and messaging platforms.
• Conduct walkthroughs of event spaces to confirm meeting requirements and readiness.
• Collaborate with catering vendors to plan menus and place orders for meetings and events.
• Maintain accurate meeting records in scheduling systems such as Event Management System.
• Partner with IT, Facilities, and Catering teams to confirm all meeting details and ensure seamless execution.
• Coordinate with building security to register and facilitate entry for external guests.
• Participate in team meetings and provide updates on conference room schedules and usage.
• Generate and analyze reports to track meeting metrics and space utilization.
• Maintain tracking tools and spreadsheets for meeting categories and reporting purposes.
• Inspect conference rooms to ensure readiness and compliance with company standards.
• Confirm meetings in advance and provide backup reception support as needed.
• Participate in training programs, including Cornerstone, to enhance job knowledge and performance.

Qualifications

• Associate's or Bachelor’s degree required
• 1–2 years of meeting, event, or administrative coordination experience required
• Excellent written and verbal communication skills
• Attention to detail and ability to manage multiple priorities
• Strong customer service and problem-solving skills
• Knowledge of Microsoft Office Suite, including Excel, Word, and PowerPoint
• Law Firm experience preferred

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Opensity is an Equal Opportunity Employer.

We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.

Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.