Conference & Events Coordinator

RRD; New York (NY); On-site; USD 30,000 - 43,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

401(k) with company match

Paid time off

Job summary

RRD seeks a Conference Coordinator to seamlessly plan and coordinate meetings, conferences, and events. The role acts as the primary concierge for all gatherings and serves as the escalation point for vendors and end users.

You will manage room bookings, AV needs, and post-event debriefs, while maintaining positive client relationships and ensuring efficient operations across departments. Strong communication and organizational skills are essential.

Qualifications

• High School diploma or equivalent.
• Minimum 2 years’ conference planning experience in a corporate or conference center environment.
• Good knowledge of conference center reservation systems.
• Excellent organizational and communication skills.
• Exceptional client service.

Responsibilities

• Coordinate services for meetings, including AV, catering, room setup, and supplies.
• Identify and resolve booking conflicts; suggest solutions.
• Communicate with clients before, during, and after events to maintain relationships.
• Produce daily reports documenting events for involved departments.
• Manage room bookings using the reservation system to maximize space utilization.
• Send confirmations and follow up on event status and participant counts.
• Conduct post-event debriefs with clients and operations staff for feedback.
• Respond to inquiries via phone and email for new and existing meetings.
• Assist in stocking conference rooms with office supplies.
• Inform internal departments and subcontractors of client needs in advance and during events.
• Ensure rooms are prepared with equipment and amenities before meetings.
• Perform site inspections to ensure pristine conditions and report maintenance issues.

Skills

Conference planning

Client service

Organizational skills

Communication

Microsoft Office

Education

High School diploma

Tools

MS Office

Job description

RRD seeks a Conference Coordinator to seamlessly plan and coordinate meetings, conferences, and events. The role acts as the primary concierge for all gatherings and serves as the escalation point for vendors and end users.

You will manage room bookings, AV needs, and post-event debriefs, while maintaining positive client relationships and ensuring efficient operations across departments. Strong communication and organizational skills are essential.