CONFERENCE COORDINATOR

Compass Group Poland Sp. z o.o.; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Join a dynamic team at a leading hospitality group, where your passion for customer service and event coordination will shine. As a Conference Coordinator, you'll be the first point of contact for clients and guests, ensuring a seamless experience from arrival to departure. Your organizational skills will be put to the test as you manage bookings, coordinate services, and maintain a professional atmosphere. This role offers the opportunity to grow within a supportive environment that values your contributions and fosters your career development. Be part of a team that makes every event memorable!

Benefits

Medical

Dental

Vision

Life Insurance

Disability Insurance

Retirement Plan

Paid Time Off

Holiday Time Off

Employee Assistance Program

Flexible Spending Accounts

Qualifications

• 2 years of relevant experience in hospitality or event management.
• Ability to handle multiple tasks in a fast-paced environment.

Responsibilities

• Manage conference center reception and customer support.
• Coordinate meetings and events, ensuring all details are handled.
• Maintain a welcoming atmosphere for clients and guests.

Skills

Customer Service

Organizational Skills

Communication Skills

Event Coordination

Education

College Degree

Hospitality Management Experience

Tools

EMS Reservation System

Job description

Flik Hospitality Group

Salary: $30.90 / hour

What makes FLIK click

What makes FLIK click? Our people. The decisions, actions and attitudes of our associates earn the trust and loyalty of our clients every day. We know how to pick them and we know how to grow them. It starts with hiring people who share our passion for food and hospitality. Once we find the right talent, we encourage, value and recognize their contributions.

We keep our people renewed, excited and engaged by providing hands-on training and educating them about the latest trends. We give them a stake in successfully raising the bar. Our people love what they do and they love sharing their passion. Join our team and see the FLIK difference. Where a job isn’t merely a job but the start of a career where you can flourish.

Job Summary

The Conference Coordinator is responsible for establishing a warm, welcoming and professional atmosphere for all clients, executives and staff members at all times. Located on reception floor, the Ambassador will be the first point of contact for visitors to the area, making them feel comfortable, directing them to their appointments and meetings, and assisting them during their visit. The Ambassador will also interact closely with the Conferencing and Events team, as well as the Firm’s executives and administrative staff to ensure the seamless planning and coordination of meetings, conferences and other events held at Moelis HQ.

Key Responsibilities:

• The maintaining and post of the Conference Center Reception operation.
• Provide high-level internal and external customer support.
• Greets employees, employee’s visitors, and clients, welcoming them with a smile and maintaining eye contact through the entire interaction.
• Escorting all guests and clients to their proper meeting room upon arrival while speaking knowledgeably about the office, building, surrounding areas, transportation, local restaurants, and other points of interest.
• Handling meeting room bookings, utilizing the reservation system (EMS) and focusing on the strategic assignment of meeting space so as to maximize utilization.
• Sending 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.
• Coordinating a wide range of services for meetings which have been booked, including Audio/Visual requirements, food and beverage requests, conference room and furniture set-ups, signage, distribution of materials, etc.
• General administrative support such as interfacing with vendors (AV, catering, etc.) to provide seamless customer support.
• Conferring with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.
• Learning to produce Event Protocols and/or comprehensive meeting "resumes" in order to document events and share detailed information with all involved departments.
• Carrying out daily "call-arounds" for next-day events, getting final confirmation of the meeting’s time, number of participants, Audio/Visual presentation materials, menus, room set-up, billing information, etc.
• Obtaining correct approval and billing information for all expense related activity to include food and beverage, equipment rentals, outside staffing costs, etc. Monitoring the accuracy of any such charges and adjusting based on changes made from the client.
• Entering complete cancellation details into the reservation system (EMS) confirming any meeting cancellations to the client by e-mail and applying cancellation charges as appropriate.
• Quickly identifying booking conflicts or potential booking conflicts, suggesting solutions and if not immediately resolved, discussing such conflicts with the Hospitality Services Manager.
• Checking that meeting rooms are set-up correctly to client specification, prior to the start of meetings, and ensuring cleanliness of all office space.
• Responding to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings.
• Coordinate and arrange basic office equipment repairs and maintenance by communication with Facilities team.
• Communicate effectively with peers, displaying accuracy and attention to detail both in verbal and written communications.
• Maintain strong awareness of business activity and communicate all updates with your team members.
• Conduct opening and closing walkthroughs daily.
• Complete all trainings required by the company and client company as well as other duties assigned.

Key Competencies:

• Excellent organizational skills, with the ability to prioritize tasks and juggle many tasks simultaneously.
• Excellent oral and written communication skills.
• Strong computer skills and knowledge of office technology/equipment.
• A genuine sense of hospitality, with a commitment to delivering a memorable experience in all aspects of the role.
• Full knowledge of the conference center reservation system (EMS).
• Ability to work calmly and effectively in stressful situations; prioritizing tasks and juggling many jobs simultaneously, while interacting with visitors in a public environment.
• Exceptional client service skills to exceed expectations
• Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details.
• Discreet, ethical and committed to maintaining a high degree of confidentiality.
• Excelling as a team member, with a passion for delivering the "Citi in Practice" standard and focused on total customer satisfaction.
• Maintaining a consistently professional approach, with a willingness to take ownership and responsibility both within and outside one’s job domain.
• A college graduate with two years of relevant Hospitality or Event Management experience in a conference center or corporate environment.
  

Apply to Flik today!

Flik is a member of Compass Group USA

Click here to Learn More about the Compass Story

Compass Group is an equal opportunity employer. At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.

Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation. Disclaimer: this job post is not necessarily an exhaustive list of all essential responsibilities, skills, tasks, or requirements associated with this position. While this is intended to be an accurate reflection of the position posted, the Company reserves the right to modify or change the essential functions of the job based on business necessity. We will consider for employment all qualified applicants, including those with a criminal history (including relevant driving history), in a manner consistent with all applicable federal, state, and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York Fair Chance Act.

Applications are accepted on an ongoing basis.

Flik maintains a drug-free workplace.

Associates at Flik Hospitality are offered many fantastic benefits.

• Medical
• Dental
• Vision
• Life Insurance/ AD
• Disability Insurance
• Retirement Plan
• Paid Time Off
• Holiday Time Off (varies by site/state)
• Associate Shopping Program
• Health and Wellness Programs
• Discount Marketplace
• Identity Theft Protection
• Pet Insurance
• Commuter Benefits
• Employee Assistance Program
• Flexible Spending Accounts (FSAs)
• Paid Parental Leave
• Personal Leave

Associates may also be eligible for paid and/or unpaid time off benefits in accordance with applicable federal, state, and local laws.For positions in Washington State, Maryland, or to be performed Remotely, click here for paid time off benefits information.

Req ID:1420158

Flik Hospitality Group

JEANNE M LANE

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