Office Coordinator

The exclusive touchpoint for all queries and requests for meetings and events, our team is dedicated to generating a seamless, effective, and captivating experience. From planning and management to attendance, budgeting, and financial handling, we are equipped to support all facets.

Currently looking to expand our team, we are seeking an “Office Coordinator”. The ideal applicant for this role will exude an upbeat and proactive demeanor; and will have exceptional coordination abilities with a keen eye for detail. Responsible for handling customer service interactions through either face-to-face, email or telephone for our onsite Conference Center, this individual must have superior written and verbal communication skills. Familiarity with Microsoft Offices, Outlook, and Excel is a must.

 General Responsibilities: 

• Completes morning walkthroughs of all managed space.
• Maintains an inventory of conference center materials such as easels, flipcharts, and whiteboard equipment.  
• Monitor and review the Business centers and Coffee stations in the allocated areas.
• Acts as a site point of contact and hospitality liaison.
• Answers inquiries pertaining to hotel services, shopping, dining, and entertainment.
• Provides travel directions and recommendations.
• Creates and distributes a daily list of the following day’s meetings & events.   
• Manages incoming phone, email, and desk activity. 
• Responds to immediate room conflicts such as temperature changes, furniture moves, or scheduling issues.  
• Provides basic in-room audio-visual support. 
• Tracks and compiles metrics of activities as needed, including spreadsheets and other backup documentation.  
• Coordinate all aspects of onsite meetings or events with the meeting hosts and ensure expectations are exceeded.
• Actively seeks customer feedback through post-event surveys and continually seeks improved performance. 
• Plans, organizes, and directs multiple services which include: 
• Room set-ups, meeting materials, catering, AV, and housekeeping 
• Plans and executes virtual meetings and events when time allows. 
• Identifies needs and makes recommendations for quality improvement that creates perceived value to customers.
• Monitor and review the Business centers and Coffee stations in the allocated areas.
• Display comprehensive knowledge of Sodexo’s services and procedures. 
• Adheres to uniform policies and procedures.
• Ability to lift 50 lbs.
• Have sufficient mobility to navigate, stand and walk a large site complex without assistance for up to 8 hours at a time.
• Display comprehensive knowledge of Sodexo’s services and procedures. 
• Participates in regular safety meetings, safety training and hazard assessments. Upholds and enforces Sodexo’s safety standards. 
• May perform other duties and responsibilities as assigned. 

Preferred qualifications: 

• High School diploma, GED, or equivalent experience. Two- or four-year college degree preferred.
• 1 year of experience with large event, multi-day conference planning
• Pharmaceutical meeting planning experience is desirable, but not required.  
• Proficiency in Cvent, Zoom, Teams and Outlook Technology 
• This position requires a candidate that will constantly strive to foster a culture of hospitality and find new and innovative methods to enhance the client meeting and event experience.

Job Type: Full-time

Pay: Up to $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Shift:

• Day shift

Weekly day range:

• Monday to Friday

Work Location: In person