Coordinator Meeting Services Event

Under general direction, coordinates event scheduling and planning for the Conference Center and Campus Rooms.

Primary Responsibilities

1. Arranges Conference Center and Campus room reservation requests to include availability of space, furniture, equipment and tools, and A/V resources. Performs “as needed” tasks for event set up and tear down, A/V, and fulfills as back up for the Meeting Services Assistant Manager and Central Receptionists.

2. Consults with current and potential clients to clarify requests and policies, provide advice regarding services and amenities, and to explain associated costs, if applicable

3. Plans and directs the Meeting Services support staff, as well as contract resources such as security, custodial, or other outside vendors in preparation for each event. Maintains a variety of files and records and prepares statistical and routine reports related to Conference Center facility operations.

4. Conducts event re-confirmation calls weekly in order to make final adjustments, process date and/or time changes, or cancellations if necessary.

5. Performs customer service role to initiate contact with group leaders using Meeting Services to ensure satisfaction and success of their event.

6. Prepares and distributes monthly Conference Center invoices for CIGNA and Great-West Financial customers.

7. Organizes and facilitates on-site visits of potential Great-West business clients, and plan annual home-office events.

8. Other duties as assigned

Qualifications

Hospitality Management or Tourism Associate’s degree, or equal experience of 3-5 years in the industry

Proficiency using Event Management System – reservations software

Proficiency in MS Office (Word, Excel, PowerPoint)