Meeting & Event Coordinator - NYC

Compass Group USA; New York (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision coverage

Retirement plan

Paid time off

Commuter benefits

Job summary

A well-known hospitality services provider is looking for a Meeting & Event Coordinator based in New York. This role involves coordinating events and meetings at multiple locations, managing logistics including food services and audiovisual needs. Candidates should have experience in event planning, strong communication skills, and an understanding of vendor management. The position offers comprehensive benefits and requires the ability to lift materials if needed. Flexibility in working location is expected, as some travel may be involved.

Qualifications

• Experience managing corporate or social events.
• Basic logistical planning experience is required.
• Understanding of food services and catering; ServSafe Certification preferred.

Responsibilities

• Coordinate multiple events and meetings across various locations.
• Handle logistics including catering, audiovisual needs, and room setups.
• Manage budgets and expense approvals.
• Identify and resolve booking conflicts efficiently.

Skills

Event planning

Logistical planning

Vendor management

Communication

Job description

Company Overview

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. Unlike recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long‑term career development, allowing ambassadors to enjoy comprehensive benefits working directly with us.

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.

Responsibilities

• Handling meeting room bookings, utilizing the reservation system (EMS) and focusing on the strategic assignment of meeting space 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, and liaising between client and vendor partners before, during, and after the 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 to document events and share detailed information with all involved departments, as well as hosting pre‑conferences and post‑conferences with clients and the onsite team to ensure everyone is set up for success.
• Obtaining correct approval and billing information for all expense‑related activity, including food and beverage, equipment rentals, etc.; monitoring the accuracy of any such charges and keeping within the client’s budget.
• Managing post‑meeting surveys and working with the 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 arrival 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 developing and bringing 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, ensuring they are addressed and reported through the appropriate service ticket.
• Effectively solving space or amenities related issues to ensure an elevated user experience.
• Other duties as required.

Prerequisites

• Previously managed corporate or social events and meetings.
• Basic logistical planning experience.
• Basic vendor sourcing and management.
• Understanding of food services and catering; ServSafe Certified preferred.

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

EEO and Disability Statement

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.

Application Process

Applications are accepted on an ongoing basis.

Rapport maintains a drug‑free workplace.

Rapport is a specialized division of FLIK Hospitality Group and a member of Compass Group USA.