Meetings and Events Administrative Coordinator

Position Overview
This position is responsible for conference room scheduling, training, inventory, and processing invoices for the Conference Services Department.

Duties and Responsibilities
Primary

• Responsible for scheduling conference rooms and temporary office assignments. Schedules various meeting rooms and other firm facilities, which includes coordinating with other departments and outside agencies to ensure all needs are met for each event.
• Evaluates conference rooms and facilities for problems such as light outages, blemishes on surfaces or technical issues, and reports any problems to the appropriate department.
• Manages EMS program and training for the department. Cross-trains all staff on scheduling conference rooms, temporary offices, and coding invoices.
• Manages and orders snacks for the Conference Center.
• Responsible for American Express and other account reconciliations.
• Codes and manages all National invoices for Conference Center. Distributes and pays invoices, and ensures all offices are within their budget.
• Maintains all National general ledger and cost center reports. Distributes reports to all offices on a monthly basis.
• Reclassifies all cost center errors on a monthly basis.
• Responsible for quarterly inventory for Conference Center and coffee bars. Monitors and follows up on equipment and inventory with the vendors.
• Liaises with vendors to schedule monthly cleanings for equipment in the coffee bars.
• Assists with catering.

Secondary

• May provide fax, copy and other administrative duties as requested.
• Performs other duties as assigned.

Working Conditions

• Ability to stand and walk for long periods of time is required.
• Occasional overtime may be required.
• Ability to lift 30 pounds without assistance is necessary.

Minimum Qualification
Education: Bachelor's degree or related experience.

Experience: At least four years of catering and conference or event planning experience.

Special Knowledge: Knowledge of food and beverage preparations, service standards, guest relations and etiquette. General accounting knowledge.

Technical Skills: Experience with facsimile, copy machine and PC, including knowledge of MS Office and scheduling software.

Attributes: Excellent customer service skills and the ability to maintain a professional demeanor within a fast paced environment. Ability to review, understand and analyze budget reports. Ability to communicate well both verbally and in writing to all levels of the organization. Good attention to detail.

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.