Event Coordinator - Monday to Friday, No Weekends!

Guest Services, Inc.; Washington (District of Columbia); On-site; USD 59,000 - 72,000; Full time

Job summary

Guest Services, Inc. is seeking a Conference and Events Coordinator to report to the Director of Operations. The role focuses on coordinating on-site firm events, group room blocks, meetings, and events while balancing client desires with property requirements and maintaining top guest service.

The position requires strong organization, superb communication, and the ability to work in a team-driven environment, with occasional travel and after-hours commitments as needed.

Qualifications

• 5 years of experience in event planning.
• Excellent customer service skills required.
• Excellent written and oral communication skills.
• Strong attention to detail in a fast-paced environment.
• College degree preferred.

Responsibilities

• Coordinate catering, entertainment, décor, A/V, invitations and concepts.
• Manage data related to events: RSVPs, agendas, F&B.
• Develop event themes and visuals.
• Research venues and conduct site visits for events.
• Provide on-site assistance at events.
• Produce event-related reports and materials (nametags, menus).
• Manage invitation lists and electronic invitations.
• Maintain event budgets and vendor relationships.
• Record invoices for payment and assist with external events.

Skills

Event planning

Customer service

Communication

Attention to detail

Teamwork

Education

Bachelor's degree

Tools

Microsoft Suite

Cvent

iPublish

Job description

Job Summary

The Conference and Events Coordinator will report to the Director of Operations and is primarily responsible for coordinating and executing on-site firm events. Other key responsibilities include booking, planning and managing group room blocks, meetings and events. A successful candidate will demonstrate the ability to balance what the client wants with what is best for the property and work together in a team atmosphere while working to maintain the highest level of guest service.

Compensation Amount

65,000.00 USD Annual

Job Summary

The Conference and Events Coordinator will report to the Director of Operations and is primarily responsible for coordinating and executing on-site firm events. Other key responsibilities include booking, planning and managing group room blocks, meetings and events. A successful candidate will demonstrate the ability to balance what the client wants with what is best for the property and work together in a team atmosphere while working to maintain the highest level of guest service.

Job Description

ESSENTIAL FUNCTIONS

• Coordinate catering, entertainment, décor elements, audio and visual needs, electronic invitations, and concepts.
• Collect, maintain and process all data related to events including: RSVPs, meeting agendas, and food and beverage.
• Develop themes and visual elements for events.
• Research venues and perform site visits with internal and external guests.
• Provide on-site assistance at events.
• Produce reports related to venues and event planning.
• Produce materials for events to include, but not limited to, nametags, tent cards, menu cards, etc.
• Manage invitation lists, collect RSVPs, and create electronic invitations.
• Communicate with lawyers, clients, and business team employees on event coordination and progress.
• Maintain event budgets.
• Design floorplans and seating arrangements.
• Build and maintain strong working relationships with vendors.
• Process and record invoices for payment.
• Assist with external events when necessary.
• Stay abreast of current event trends in the meeting/event industry.
• Establish and maintain vendor relationships.
• Other duties as assigned

Skill And Knowledge Requirements Include

• 5 years of experience in event planning.
• Law firm experience in marketing, operations, or events preferred.
• Excellent customer service skills.
• Excellent written and oral communication skills.
• Strong attention to detail.
• Proficiency in the Microsoft Suite.
• Experience working with event management technology (i.e. iPublish and Cvent) preferred.
• Ability to work in a fast paced and demanding environment.
• Ability to work early, evening and weekend hours as needed for meetings and events.
• College degree preferred.

Physical And Mental Requirements

• Ability to sit at a desk in front of a computer for the entire work day.
• Ability to stand and/or walk for an entire work day.
• Reading and writing work-related documents in English.
• Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
• Constantly communicates and receives verbal communication with other employees.
• Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
• Occasionally stoop, kneel, or crouch.
• Use hands and arms to reach for, grasp, and manipulate objects.
• Frequent local and national travel required.

EQUIPMENT USED

• Typical office equipment (computer, phone system, fax, copiers, scanners, among others).

Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION: We embrace Diversity, Equity, and Inclusion (DEI) and the richness it brings to our company. Our commitment is to provide an inclusive workplace where individuals can bring their whole selves to work, enabling them to provide the best level of service to our diverse customer base.