Conference Services Coordinator - 561293

Job Title: Conference Center Coordinator

Pay - Rate: $24.00/hr - $28.00/hr

Shift: Monday - Friday; 6:30am - 7:00pm (MUST BE FLEXIBLE)

Overview:

Forrest Solutions is seeking an experienced, high-energy, and service-oriented Conference Center Coordinator to support one of our premier financial industry clients. This role requires an individual who thrives in a fast-paced corporate setting and delivers a 5-star, personalized experience to all guests. The ideal candidate will be a hospitality expert, managing conference center operations while ensuring a seamless, high-end experience for clients, guests, and internal teams.

Key Responsibilities:

• Provide exceptional hospitality, welcoming and engaging with guests to ensure a memorable experience.
• Actively listen to guests' needs and preferences to offer personalized recommendations and support.
• Manage conference room reservations, setups, and ensure they are ready for meetings or events.
• Coordinate with the NY campus to ensure smooth guest registration and arrival experiences.
• Communicate with meeting hosts to ensure meetings stay on track and run smoothly.
• Support internal events, such as new hire orientations and other special events, including logistics and setup.
• Escort guests and VIPs to meetings, offering assistance and navigating the conference center.
• Work with IT to prepare technology (Zoom, presentation tech) for meetings and events.
• Manage and track meeting supply inventory, ensuring everything is stocked and ready.
• Provide front desk/reception support as needed.
• Maintain a high level of discretion when handling VIP or confidential guests, adhering to compliance standards.
• Manage a high-volume email inbox, supporting multiple office locations and handling meeting requests.
• Track and report meeting room usage and data, ensuring adherence to firm guidelines.
• Coordinate catering and logistics for meetings and events, including vendor communication and menu selection.
• Collaborate with internal teams (IT, Facilities, Operations) to ensure all meeting details are confirmed, including any maintenance or repair needs.
• Support additional client requests within the scope of the role.

Core Competencies:

• Client-first mentality with a strong focus on hospitality and service excellence.
• Exceptional attention to detail with the ability to multitask in a fast-paced environment.
• Strong communication skills, both verbal and written.
• Proficient in Microsoft Outlook, calendar management, and event management software.
• Ability to make sound decisions and prioritize tasks under pressure.
• Strong time management and organizational skills.
• Ability to maintain confidentiality and handle sensitive client information.

Qualifications:

• 2-3 years of experience in hospitality, administrative, or event management roles, preferably in a corporate setting.
• College degree preferred or relevant experience in a similar field.
• Prior experience with conference room/event management and catering coordination is highly preferred.
• Flexible schedule to support overtime as needed, with hours ranging from 6:30 AM to 7:00 PM (may extend for early or late events).
• High-energy, professional demeanor with a white-glove hospitality mindset.
• Strong teamwork skills and a positive attitude.
• Ability to maintain corporate grooming and uniform standards.

Why Join Us?

Forrest Solutions offers a dynamic, high-paced work environment with opportunities for growth and professional development. You’ll be part of a top-tier team ensuring a best-in-class experience for one of the financial industry’s most respected clients.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.

The compensation outlined is applicable for candidates that are fully qualified for the role based on their education and experience. If Forrest Solutions selects an internal candidate that does not meet the full requirements of the role; the position structure, title, and compensation may be adjusted accordingly.