CONFERENCE & MEETING SERVICES COORDINATOR

Compass Group USA; New York (NY); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical

Vision

Life Insurance/ AD

Disability Insurance

Retirement Plan

Paid Time Off

Holiday Time Off

Associate Shopping Program

Health and Wellness Programs

Discount Marketplace

Identity Theft Protection

Pet Insurance

Employee Assistance Program

Flexible Spending Accounts (FSAs)

Personal Leave

Job summary

Compass Group USA is seeking a Conference & Meeting Services Coordinator to manage front desk operations, guest services, and conference center support at the New York site. You will coordinate with partners, VIPs, and internal teams to ensure seamless hospitality for meetings and events.

The role emphasizes professional communication, meticulous organization, and the ability to handle multiple reservations while maintaining service excellence across shifts.

Qualifications

• Front desk hospitality experience or equivalent.
• Strong verbal and written communication.
• Ability to manage multiple reservations and guest requests.
• Organized with attention to detail and follow SOPs.

Responsibilities

• Provide on-site front desk coverage Monday–Friday, 10:00 AM–7:00 PM.
• Greet visitors, manage check-ins, and coordinate with partners and VIPs.
• Review reservations, prepare passes, and log updates.
• Coordinate with Porter and other teams for space setup and supplies.
• Maintain a welcoming, professional atmosphere in the conference center.

Skills

Front desk hospitality

Guest relations

Communication skills

Team collaboration

Organizational skills

Event support

Education

High school diploma or equivalent

Tools

Engage reservations system

Office software (Excel/Email)

Job description

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CONFERENCE & MEETING SERVICES COORDINATOR

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

Joining our team as the Guest Service Ambassador means becoming part of a community of exceptional individuals like yourself. You’ll be immersed in an environment where passion for excellence and a shared commitment to delivering superior hospitality to our premier clients are at the core of everything we do.

As the Guest Service Ambassador, you will be the first point of contact for partners, executives, staff, visitors and VIPs at Freshfields, managing front desk operations and supporting the conference center. The ambassador will establish a warm, welcoming and professional atmosphere for all executives and staff members at all times. You will consistently embody an energetic, friendly, and approachable demeanor. You will report to the Conference Services Manager and collaborate with the Conference Coordinator, Porters, Workplace Services, IT, AV, Catering and colleagues in different regions.

The Ideal Candidate

• Will Share our Rapport Values - Create Rapport, Be Brilliant, Innovative Spirit, Walk Tall and Stronger Together
• Will understand and implement the 7 Steps to Remarkable Service - Be Ambassadors for our Clients, Take Ownership, Create an Authentic Welcome, Personalize, Go the Extra Mile, Lead the Way, and Leave a Lasting Impression
• Will be Creative, Process-Driven, and Resourceful with a ‘Can-Do’ Attitude
• Will thrive in a Team setting while also capable of independent work
• Will possess Exceptional Attention to Detail and Strong Communication Skills (both written and verbal)
• Is Highly Organized with a Passion for Delivering Excellent Customer Service
• Will have an Outgoing Personality with the Ability to Build Rapport with Key Stakeholders, including Partners and VIPs
• Is able to Navigate a Fast-Paced Environment and Manage a Varied Workload Effectively

Essential Job Functions

Reception & Visitor Services

• Provide on-site front desk hospitality coverage Monday to Friday, working the closing shift (10:00 AM to 7:00 PM), with an hour lunch and scheduled breaks
• Open reception each morning: confirm the reception phone line is working, power up the desk computer, print and review the Daily Report and Visitors Office Report, and review Engage for the day’s meetings, early reservations and last-minute changes
• Send the “Reception desk is closed” notifications to the hospitality distribution list at the start and end of each day, including the weekend and after-hours visitor access note on Fridays
• Greet and attend to all arriving visitors, partners and VIPs in person, by telephone and by email, following Rapport Standards and SOPs
• Register all visitors with accurate contact details and process visitor check-in and reservation bookings per SOP
• Add visiting partners’ photos to the weekly visiting partners list for face recognition using the approved tool
• Monitor and screen the shared hospitality inbox and personal inbox throughout the day, responding promptly and by priority, including after-hours emails received overnight
• Process third-party requests such as transportation reservations and confirm completion before end of shift
• Manage automatic out-of-office replies at close of day and adjust for holidays and scheduled closures

Conference Center Support

• Review Engage reservations daily, confirming that meeting duration, personal space bookings and client matter details are provided for each reservation, and follow up on missing information
• Maintain the monthly client matter number list
• Review next-day bookings to identify internal and external meetings, ensure all external attendees are added to Aware Manager, and reconfirm with the contact on file when in doubt, adding dated notes with initials to each booking
• Perform thorough walkthroughs of the lobby, conference rooms and focus rooms, following the conference room preparation checklist: cleanliness, furniture placement, signage holders, Wi-Fi and AV, shredding bins, credenza drawers, lighting, blinds, HVAC and stationery caddies
• Ensure early meetings and their catering are set up correctly, and log any pending service tasks or out-of-order items for the manager and the designated departments
• Complete the end-of-day walkthrough of managed meeting spaces and send the End of Day Walkthrough email with action items and additional notes (closing shift)
• Coordinate with the Porter on stationery and supply needs for reception and conference spaces
• Communicate with the team through group messages on meeting updates, reservations, task assistance and service follow-ups

Passes, Reporting & Access

• Create the visitors and personal meeting space document and external list; prepare visitor and employee passes (closing shift)
• Update the Excel tracker for temporary visitor passes
• Prepare the Suite Access Cards Controls Report on Fridays and distribute it to the designated recipients (closing shift)
• Support lobby table requests and bulk pass coordination for events as directed

Team Communication

• Update the manager on arrival, hold a brief touchbase on last-minute bookings and cancellations, and clock in and out on time, with overtime only when approved by the manager
• Attend the all-staff daily briefing and the daily team meeting, and provide clear handovers between the opening and closing shifts on time-sensitive and pending tasks

Additional Duties

• Support the Conference Coordinator with bookings, approvals and guest escorts as needed
• Serve as Guest Service Ambassador and hospitality ambassador during special events as needed
• Follow security, safety, and fire protocols as trained and report any incidents or hazards
• Communicate and collaborate effectively with all departments and vendors
• Other duties as assigned

Associates at Flik Hospitality are offered many fantastic benefits.

• Medical
• 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
• Employee Assistance Program
• Flexible Spending Accounts (FSAs)
• 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 or copy/paste the link below for paid time off benefits information.

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.