AMVETS Jobs

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12605193

GENERAL SUMMARY:

The Conference Center Coordinator in this high-profile, world class, professional environment is an individual who is customer focused, professional in appearance, organized, poised and friendly. They collaborate well in a group setting and are willing to assist with different administrative projects throughout the firm. They maintain a welcoming atmosphere, while practicing proper safety and security protocols. The Conference Center Coordinator must be hospitality focused, flexible, and possess excellent time management and organizational skills to consistently ensure a high-level guest experience.

ESSENTIAL JOB FUNCTIONS:

• Greeting and directing guests upon arrival.
• Assist Jenner personnel as needed.
• Reserve conference room space for Jenner & Block employees using our scheduling software. Rooms are requested via email, phone, and in-person.
• Communicate with the relevant teams / departments regarding each reservation (audio visual, catering, room set, etc.).
• Maintain knowledge of conference room availability on an on-going basis through use of conference center scheduling software and monitor conference room bookings date is entered correctly (i.e. function start/end times are used with setup/breakdown buffers, enough time is allowed between functions, appropriately sized rooms are assigned for the number of listed participants, catering needs and outside guests are noted, audio/visual needs are requested).
• Assist the Conference Center Manager in managing the room reservations, i.e., moving scheduled meetings to more appropriate and or necessary rooms.
• Confirm reservation status prior to the event date
• Monitor the ongoing status of conference center space to ensure rooms are being cleaned and reset in a timely manner for future bookings.
• Monitor receipt of guest lists for all large functions to ensure guest names can be entered into the building visitor badge system prior the scheduled function start time.
• Responsible for enforcing proper security and safety protocols, including guest badge management.
• Be proficient in utilizing the Visitor Management system. Enter all guests in the Visitor System in a timely manner to ensure a smooth check in through the building lobby. Run reports from the Visitor Management system as needed.
• Notify building management/security regarding early morning, evening, and weekend events and start / end times.
• Function as a liaison between administrative departments (Catering, Audio/Visual, Mailroom, etc.) for meeting set-up and breakdown purposes.
• Create weekly large event listings and send to relevant departments.
• Provide assistance to personnel to ensure catering orders are submitted to Catering in a timely manner for scheduled events.
• Compare the daily catering list to the conference room booking list to ensure the correct room locations are listed in the catering listing and that food has been ordered for all large events. If any meeting locations need to be revised or if any meetings have been cancelled, notify Catering staff.
• Attend weekly set up meetings with the Conference Center Manager to be aware of relevant details pertaining to upcoming events.
• Maintain spreadsheet detailing firm functions with outside guests.
• Walk through each 45th floor conference room each morning to check for housekeeping issues, supplies, etc. Refer to the Conference Room Checklist.
• Maintain and stock the office supplies in each 45th floor conference room. Refer to the Conference Room Checklist.
• Monitor lighting and other maintenance issues throughout the 45th fl or daily. Communicate any issues (furniture, lights, leaking, trash, facility damage, etc.) to facilities and the Conference Center Manager. Refer to the Conference Room Checklist.
• Organize and disseminate information to all administration departments through email and memos in a professional and timely manner.
• Provide support for after-hours events as needed.
• Assist the Conference Center Manager as needed.
• Other tasks as required.

SKILLS

• Proficient in basic computer applications including Microsoft Outlook, Windows, and Office (Word, Excel, PowerPoint).
• Excellent organizational and time management skills
• Professional oral and written communication skills.
• Ability to multitask, problem solve and prioritize in a fast-paced environment.
• Hospitality and customer service focus

OTHER TASKS AND ACTIVITIES:

Provide back-up to Supervisor of Reception/Switchboard for vacation, sick and personal day coverage.

Additional Dutie