Meeting & Events Coordinator

Meeting & Events Coordinator

The Meeting & Events Coordinator role is at the forefront of delivering a positive office experience as a cultural ambassador, community advocate and service leader. In this role, you would provide experience services and support to increase individual well-being, personal productivity, and organizational effectiveness. As part of a "front-of-house" team, the Meeting & Events Coordinator is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing services. The role is onsite in Chicago, IL USA. The minimum base salary is $26.45/hour and the maximum is $28.85/hour.

Responsibilities

• Provide coordination and support for delivery of Workplace Services.
• Services include, but are not limited to: Concierge, Reception / Switchboard, Room Management, A/V Support, Meeting & Event Management and Marketing, Community Programs, Meeting Supply Equipment, Food Services, Parking & Commute, Bicycle, Supported Employment, Company Store, Document Services, Mail Services, Record Archiving, Office Supply Management, Moves, Adds, Changes, Furniture and Cable Management, Space Reset, Entrance Screening Protocol, Workplace Onboarding, Sustainability Initiatives and Recycling.
• Manage tenant relation program, including organization of all tenant events inclusive of Meet the Artist Events, holiday events, including contracting catering, linens and floral for all events. Manage marketing and communication of all events. Creates and publishes a monthly tenant newsletter, pushes all communications and marketing through Host Core App. Manages building social media accounts.
• Schedule recurring electronic waste recycling events, paper shredding events, tenant furniture removals as needed by tenants.
• Assist Management Team with the rotating artist exhibit in the lobby. Review artist work and present their work to SREM for potential exhibits. Coordinate Meet the Artist events, as-budgeted, Work with off-site graphic designer to create art pieces such as the exhibitor handout and poster. Maintain Art section of building website.
• Deliver orientations, such as tours of facility, how to submit a work order, where supplies are kept and ordering procedure, amenities, and software ordering. Provides overview of Host Experience service.
• Assist in the completion of the Service Business Continuity plan.
• May support coordination of moves, adds, and changes (MAC).
• Support leasing tours, including ordering of prospect signage, snacks and beverages for tour, in addition to other requests by leasing and management team as needed.
• Greet employees and announces clients and visitors. Issues visitor passes and validate parking.
• Receive and direct incoming calls to appropriate parties.
• Maintain orderly and organized appearance of all common areas of the management office. Manage inventory of necessary office supplies (toner, paper, etc.), packaging materials, coffee and break room supplies. Order supplies for amenity spaces, fitness center and management office. Maintain building stationary and personnel business cards
• Assist tenant employees with new key card requests.
• Send all letters, mailings and messenger services. Mail is delivered daily. Open and sort accordingly
• Prepare and distribute tenant memos and communications after REM/SREM approves (Holiday closures, maintenance projects, Fitness Center announcements, art parties, etc.). Maintains and delivers nightly Memorandums to the Building Staff. Maintains and delivers Memorandums to the Janitorial Staff as needed.
• Maintain Front Desk Binder updates for new and updated procedures, as-needed. Maintain professional and friendly relationships with tenants and vendors; follow up and follow through timely on any tenant or vendor requests; provide exceptional customer service.
• Utilize and maintain integrity of databases, support data entry of required reports and other digital tools associated with service delivery, as requested. This includes maintaining and auditing tenant contact lists, email lists, emergency contact lists on file, in PULSE and in the contracted emergency communication platform, bike room and fitness center forms and contact lists.
• Maintain awareness of the workspace. Submit janitorial and maintenance work orders as needed and/or communicates with appropriate partners to address issues. Respond to customers of behalf of other team members (e.g. Facilities or Janitorial Team). Follow up with facilities and janitorial teams to ensure work orders are being completed in a timely manner. Follow up with tenants on satisfaction of work completed. Facilitate larger billable tenant requests, such as carpet cleanings, tenant kitchen cleanings, painting, etc. and ensure backup is submitted with invoices.
• Respond to customer requests and complaints promptly with accurate and thorough information according to the specific request. Assist with minor cleaning of amenity center, and light duty adjustments of furniture, as needed in setting up for events.
• Provide support for Management Team as directed, including expense management, meeting coordination, equipment care, and supply management. Ensures all billings for business services are invoiced and billed as required. Administers property invoices, billback and billing forms.
• Assist with Accounts Payable as necessary. Upload invoices into P2P, collect and maintain w9's for vendors, assist Assistant Manager to update vendor billing information, set up new vendors for the property accordingly. Provide supporting documents to corresponding invoices, update PO's in P2P as orders are received. File check copies and invoices into vendor folders as necessary.
• Maintain records of vendor and tenant proof of insurance and contractual documentation in place, per requirements.
• Collaborate with vendors employees who provide services and goods.
• Manage conference room and tenant lounge reservations. Assist with meeting set up, furniture reset, and delivering temporary equipment and supplies. May make recommendations on improvements if needed. May assist with temporary signage. Administer and follow up on Tenant Lounge and Conference facility maintenance and janitorial inspections. Create and maintain any instructions to be distributed to tenants.
• Curate and administer of the Host platform and App and client materials customized to meet to the full Host experience. Ensure client and company materials comply with client and company brand guidelines. Promote App and administer integrations into the app with other stakeholders. Push all tenant communications. Ensure up to date information is live and available on the Host Core App.
• Maintain the building website to ensure accurate and up-to-date information is posted, maintains the tenant directory, the Lobby Art Rotation and building amenities.
• Assist management team with completion of reports to ownership related to events and tenant services.
• Generate a monthly Host Report recapping budget, "wins and losses," attendance and pictures of events, etc., due by 5th of every month for prior month.
• Update assigned GL budgets for review and consideration for next year's budget. Assist in the assembly of final and draft budget binders to owner and staff.
• Follow security and emergency procedures as defined for the property. Respond to emergency situations in a calm, efficient manner. Summon appropriate assistance and makes appropriate notifications in accordance with operating procedures.
• Attend various networking activities, including BOMA, CREN, etc. to develop and maintain tenant and vendor relationships. Encouraged to take additional courses to enhance career and improve customer service skills.
• Perform other duties as assigned.

Qualifications

• HS Diploma or GED required.
• A minimum of 1 year of front desk, concierge, customer service or other hospitality experience is preferred.
• Superior executive function and solid communication skills. Experience managing projects required.
• Experience posting on social media and managing email campaigns.
• Ability to multitask and prioritize tasks effectively. Exceptional organization and time management skills.
• Detail-oriented and capable of problem-solving on the spot.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
• Comfortable meeting and engaging with new people.
• Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
• Utilize a high level of attention to detail as well as strong interpersonal skills and proven communication skills both written and verbal.
• Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.
• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management