Address
Form of workJob Description
The Lead Conference Services Agent oversees the coordination and support for all events and large meetings on the floor in addition to supporting the day-to-day operations of the conference center.
Responsibilities and Duties:
- Manage and coordinate executive and departmental programs to execute successful meetings and conferences.
- Greet clients upon reception to direct them to the scheduled meeting room.
- Overlook conference reservations, cancellations, and holding requests through the EMS Scheduling Software.
- Responsible for submitting Audio/Visual, room setup, and catering requests provided by client’s feedback.
- Weekly and daily Outlook communication with clients to confirm all attendee counts and requests are satisfactory to their needs.
- Phone reception with clients for any changes or conflicts with specific requests they ask to be provided.
- Sustaining prominent professionalism to change, resolve, or improve reservation requests by the client.
- Daily walk-through prior to scheduled conference centers to confirm Audio/Visual equipment, catering, and room setup is successfully attained.
- Assist with the coordination of events while anticipating project needs, prioritize work, meet deadlines with little supervision, and being willing to work evenings as necessary.
- Provide outstanding client service, and is able to build relationships with internal and external clients and vendors.
- Serve as liaison with Audio Visual service, catering services and any outside vendors on event-related matters.
- Act as the point of contact for meetings and event planning.
- Overlook conference reservations, cancellations, no-shows and holding requests through scheduling software.
- Schedule and participate in event walkthroughs with the clients and hosts
- Be knowledgeable of conference center event spaces and event procedures
- Prepare event floorplans at request
- Facilitate weekly coordination meetings with contacts from the facilities, audiovisual and security teams. Be able to communicate event details through appropriate business lines.
- Manage event details and bookings within EMS and prepare weekly reports from EMS for various support services groups.
- Work with the catering and audio-visual team to secure rental equipment and furniture for events (if required).
- Prepare weekly reports for facilities/porters to ensure spaces are configured accordingly.
- Keep and maintain records of event details within Rapport files and EMS.
- Update SOPs and other Conference Center documents when required.
- Create and revise room layouts for each event.
- Assist with Meet and Greet service for high-profile guests and clients when needed
- Conduct walkthroughs of conferencing and event spaces to ensure guest's and clients expectations are met.
- Phone reception for clients and guests that need assistance booking conferencing space
- Assist with Reserve Space and booking conference rooms for clients.
- Complete scheduling and payroll
- Onsite support for space management projects
- Training new Rapport users on space management tools
