Receptionist & Meeting Coordinator - Exxon - Spring TX

Receptionist & Meeting Coordinator

This role is responsible for delivering exceptional customer experiences while conducting reception duties and coordinating meetings & reservations. This role serves as a point of contact for clients and visitors by managing meeting logistics and room scheduling to ensure seamless event execution. The Receptionist & Meeting Coordinator works closely with internal service teams to communicate meeting requirements, maintain accurate reservation and event records, and ensure meeting spaces are prepared according to client specifications. The ideal candidate is highly organized, customer-focused, technologically proficient, and capable of managing multiple priorities in a hospitality and conference environment. Strong communication skills, attention to detail, and the ability to adapt to changing business needs are essential for success in this role.

Key Responsibilities

• Serve as the primary point of contact for clients, residence, and visitors by answering phones, making reservations, and providing exceptional customer service.
• Manage conference services reservations and room schedules through the reservation system, responding promptly to customer requests and inquiries.
• Coordinate meetings, providing consultative support on room setups, catering, audio-visual needs, and event logistics.
• Serve as a subject matter expert for conference and meeting spaces, answering site-specific questions and conducting facility tours as needed.
• Greet guests, provide directional assistance, and create a welcoming and professional environment at the reception desk.
• Maintain and update client, reservation, and event information within databases and reservation systems, ensuring accuracy and completeness.
• Monitor and respond to emails within shared conference services mailboxes in a timely and professional manner.
• Communicate meeting & event details and requirements to Conference Services, Catering, Audio Visual, and other operational departments to ensure seamless event execution.
• Verify conference room setups, layouts, and audio-visual equipment meet client specifications and event requirements prior to arrival.
• Perform additional duties and special projects as assigned by management.

Desired Qualifications

• Associate or Bachelor's Degree in hospitality, communications, or another related field preferred
• Minimum two years of hospitality, conference services, customer service, or related experience.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Outstanding customer service skills with a commitment to creating positive client and guest experiences.
• Excellent verbal and written communication skills, including the ability to deliver customer-friendly communications.
• Comfortable presenting information and speaking in front of groups.
• Strong organizational, interpersonal, and problem-solving skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently, prioritize effectively, make sound decisions, and exercise good judgment.
• Adaptable and flexible with the ability to anticipate business needs, respond to changing priorities, and maintain a high level of customer support.
• Knowledge of hospitality and event industry trends and best practices.

Note: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.