Conference Coordinator

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Conference Coordinator

Reston VA

9am-6pm Monday - Thursday and 8am-5pm on Fridays

60-62K

The Conference Coordinator person must work closely with the conference center team to understand their organization's goals and objectives for their conferences and other various events. The Conference Coordinator person must be able to work effectively and efficiently with the internal support team, external clients and vendors, while in compliance with the client association's guidelines.

Key Responsibilities

The Global Headquarter Conference Center facility has 4 multipurpose conference rooms and 100+ standard meetings rooms that are heavily booked and support internal and external customers. The Conference Coordinator will be responsible for ensuring the proper setup and functionality of all conference rooms on a day to day basis, typical duties will include:

• Schedule and coordinate room events utilizing specialized software, EMS.
• Follow-up with customers via Teams, Phone and Email confirming meeting details, catering, and any AV tech support needs.
• Assist with Pre-registering guests, badge check-ins and or escorting as needed.
• Create facilities tickets for issues such as equipment not working; cleaning of carpets/floors, lights out and any other building related issues.
• Update and track the daily inspections of conference center and rooms by the Day Porters.
• Ensure rooms are clean and presentable for scheduled events, which may include trash removal and wiping down furniture.
• Schedule the Day Porter staff to re-configure rooms and support the catering vendor for special events.
• Ensure the signage for the Conference Center totems are displaying the meetings titles and special events
• Ensure all cabling has been tied up neatly and there are no trip hazards; follow all the safety procedures.
• Assist and coordinate catered events, which includes clean up before and after events.
• Ensure Conference Center has all needed supplies for multiple types of events and requests, includes managing inventory and stocking assigned areas.
• Perform post- meeting and daily system shutdown checks
• Back-up operations for the Conference Center Manager, Concierge and facilities team members.
• Support established Sustainability Standards by the client.
• Maintain cleanliness and organization of back of house operations, which includes kitchen and storage areas.
• Responsible for updating the digital signage in the elevators
• Work closely with the Day Porters/Room Setup team members, communicating their daily and evening assignments.
• Answer the AV Hotline and dispatch the AV techs as needed.
• Any and all other duties and tasks assigned

Qualifications

Candidate will interface with high level internal and external customers so good verbal and written communication skills and a polished appearance is required. Must be well organized, quick problem solver and able to response to last minute changes. The Conference Coordinator must possess an understanding Conference Center operations and be familiar with the following industry standards:

• EMS Scheduling software
• Digital Signage Software
• Corrigo Platform - Facilities ticketing software
• Computers, Windows and MAC Operating Systems, Graphic resolutions; Microsoft Office; Teams, Skype and WebEx

• Candidate must have excellent organizational and database skills, a professional attitude, and a willingness to learn new technologies.
• Candidate may be required to work weekends and some holidays.
• Primary Scheduled work hours: 10am to 7pm (hours may change)
• Candidate must be able to lift/push 50 lbs.

Desired Skills

A minimum of 2 years related experience in the conference center or hospitality field.

Education: Bachelor's degree preferred

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Estimated total compensation for this position:

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

Location:

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

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