Meeting and Event Coordinator

Rapport Guest Services; New York (NY); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical

Dental

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

Commuter Benefits

Employee Assistance Program

Flexible Spending Accounts (FSAs)

Paid Parental Leave

Personal Leave

Job summary

Rapport Guest Services in New York City is seeking a Meeting & Event Coordinator for Omnicom NYC to plan and coordinate meetings, conferences and events across multiple locations in New York and New Jersey. Some travel to East Coast locations may be required.

You will interact with executives and administrative staff to ensure seamless execution and may assist with post-event reporting. The role requires strong organization, coordination of EMS, AV, catering and room setups, meticulous budgeting

Qualifications

• Four-year college degree preferred.
• Proficient in Microsoft Office.
• Two years of planning experience in the hospitality industry.
• Proactive mindset to anticipate and support changes in our business.
• Keep abreast of industry trends and share information with staff.
• Exceptional customer service abilities.

Responsibilities

• Handling meeting room bookings and maximizing utilization using EMS.
• Coordinating services for meetings (AV, catering, setup, signage, materials).
• Liaise between client and vendor partners before, during and post event.
• Executing events as support or lead, including setup and teardown.
• Producing Event Resumes and hosting Pre-Cons and Post-Cons with clients and onsite team.
• Obtaining correct approval and billing information for expenses.
• Managing post-meeting surveys and working with leadership on improvements.
• Identify and resolve booking conflicts; discuss with Conference Center/GS Manager.

Skills

Customer service

Communication

Proactive mindset

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Position Title

Meeting & Event Coordinator - Omnicom NYC

Pay: 11

Salary: $60,000-$75,000

Other Forms of Compensation

Rapport is a specialized division of FLIK Hospitality Group focused on all aspects of guest and employee services, meeting and event planning and conference center management. Distinct from recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long‑term career development, allowing ambassadors to enjoy the comprehensive benefits of working directly with us.

Rapport invests in all of its ambassadors, allowing them to attain their career aspirations. It starts with a warm welcome to our business, followed by an individual training and development program. You’ll be encouraged to become the very best you can be throughout your career here, and will be provided with the skills to step into your next big role.

Becoming a Rapport ambassador means becoming part of a global community, collaborating with diverse talents, sharing ideas, and experiencing a workplace culture that extends beyond local boundaries. Your journey with us is more than just a job: it’s a meaningful career.

Job Summary

The Meeting & Event Coordinator will interact closely with the Firm’s executives and administrative staff to ensure the seamless planning and coordination of meetings, conferences and other events held at multiple locations in New York and New Jersey. Some travel to certain locations around the East Coast and Central region may be requested.

Key Responsibilities

• Handling meeting room bookings, utilizing the reservation system (EMS) and focusing on the strategic assignment of meeting space so as to maximize utilization. Ensuring that the real‑time information for each reservation is updated on the reservation portal.
• Coordinating a wide range of services for meetings, including Audio Visual requirements, catering, conference room set‑ups, signage, distribution of materials, etc. Liaise between client and vendor partners before, during and post event with necessary updates.
• Executing events as support or lead as needed, including set‑up and tear down of meeting space, catering, etc.
• Producing Event Resumes in order to document events and share detailed information with all involved departments, as well as hosting Pre‑Cons and Post‑Cons with clients and onsite team to ensure everyone is set up for success.
• Obtaining correct approval and billing information for all expense‑related activity to include food and beverage, equipment rentals, etc. Monitoring the accuracy of any such charges and keeping to client’s budget.
• Managing survey’s post meeting and working with leadership team on future solutions and improvements.
• Quickly identifying booking conflicts or potential booking conflicts, suggesting solutions and, if not immediately resolved, discussing such conflicts with the Conference Center Manager/GS Manager.
• Checking that meeting rooms are set‑up correctly, with the proper equipment and amenities, prior to the start of meetings. Greeting the host upon his or her arrival to the meeting room and ascertaining any new requests.
• Ability to lift 30–50 lbs. if needed.
• Responding to numerous phone calls and emails with new meeting requests and special “add‑on” information for existing meetings.
• Providing lunchtime and other short‑term coverage for members of the Office services staff.
• Consistently develop and bring ideas which enhance the meeting experience that can be applied at all locations.
• Conducting opening and closing walkthroughs and sending appropriate reports. During the conference room walkthroughs, if any discrepancies are noticed, please ensure they are addressed and reported through the appropriate service ticket.
• Effectively solve space or amenities related issues to ensure an elevated user experience.
• Other duties as required.

Preferred Qualifications

• Four‑year college degree preferred.
• Proficient in Microsoft Office.
• Two years of planning experience in the hospitality industry.
• Proactive mindset to anticipate and support changes in our business.
• Keep abreast of industry trends and share information with staff.
• Exceptional customer service abilities.

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 or copy/paste the link below for paid time off benefits information.

https://www.compass-usa.com/wp-content/uploads/2023/08/2023_WageTransparency_FlikHospitality.pdf

Equal Opportunity Employer

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.

Certain positions may require Florida Level 2 background screening. Details: https://info.flclearinghouse.com/

Applications are accepted on an ongoing basis.

Rapport maintains a drug‑free workplace.

Request ID

1548515

Rapport is a specialized division of FLIK Hospitality Group.