Coordinator, Convention Services

Houston First recognizes and appreciates the importance of cultivating an environment that nurtures talent; is equitable and values different perspectives and backgrounds; and, above all, is respectful to everyone.

We are seeking a highly motivated and detail-oriented individual for the role of Coordinator of Convention Services. This position provides professional administrative support to the Convention Services Department. This role requires excellent organizational skills, keen attention to detail, and the ability to work collaboratively with a diverse team to deliver exceptional service and support.

Supervisory Responsibilities

• ☒ This position has no supervisory responsivity
  
  

Description Of Duties/Essential Functions

• Responds to internal/external staff & in-house partners' requests, and assists callers regarding events, directions, and various other requests
• Serves as the primary support to the Convention Services Management team
• Generates and tracks Convention Service Managers' 30-day letters, introduction/assignment letters, thank you letters, post-event surveys, weekly production agenda, and event files
• Convention Services team with day-to-day administrative and clerical activities, i.e. correspondence, calendar management, telephone inquiries, travel, mailers, calendar updates, expense reports, shipping, mailing, ordering office supplies, etc
• Prepares for pre-convention meetings and site visits, including preparing name tent cards, and client packets, and ordering Food & Beverage orders through catering.
• Responds to and monitors GRB website comments regarding parking lost and found, etc
• Generates and distributes monthly event status reports for staff, security, and in-house contractors
• Maintains updated partners' information, distribution list, provider list, and current information on network drive.
• Composes and distributes various correspondence and reports
• Oversees internal Meetings from move-in, and setup, through to breakdown and move-out.
• Use Momentus Event Management Software to enter data, generate reports, create event plans for the departments, and other related tasks.
• Assists Convention Services team by collecting and managing information to produce an event.
• Create detailed event documentation, including schedules, department instructions, and diagrams, utilizing industry-specific software to ensure comprehensive planning and coordination
• Assists with pre-planning activities with in-house partners and clients, identifying required services and coordinating them to ensure all necessary information, such as instructions, schedules, equipment, and inventory needs, and HFD permits, are communicated effectively
• Ensures compliance with all buildings and City of Houston Fire Codes to maintain safety standards
• Completes and closes all event-related paperwork and files, as requested
• Ensures all event information is accurate and current in the system
• Other duties and special projects as required
  
  

Education And Experience

• High School Diploma or equivalent
• 2 years’ experience in working within the events field.
  
  

Knowledge, Skills, And Abilities

• Excellent computer skills using Microsoft Office Suite - advanced knowledge of Microsoft Word, Excel, and PowerPoint, Event Management Software (i.e. Momentus)
• Demonstrates the ability to work independently and proactively on diverse events and projects
• Highly organized and able to work with little or no supervision
• Professional communication both verbal and written
• Strong interpersonal skills.
• Ability to work cooperatively (grace under pressure) with a variety of internal and external clients
• Manage multiple ongoing projects
• Good organizational, judgment, and decision-making skills
• Excellent telephone and interpersonal skills
• Working knowledge of the hospitality industry
  
  

WORK ENVIRONMENT

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• ☒ No major sources of discomfort; normal office environment
• ☒ Ability to work flexible hours, including evenings and weekends as needed
  
  

For more information on Houston First and the benefits offered, please feel free to explore the following links.

About Us | Houston First Corporation

Diversity Equity & Inclusion | Houston First Corporation

Total Rewards - Benefits | Houston First Corporation

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