Conference amp Meeting Coordinator

Profile

Conference & Meeting Coordinator

The candidate will oversee the systems and processes of day-to-day functions for catering and meetings, all with an eye towards exceptional customer service to clients and guests. Will coordinate with the Guest Services team and other departments in overseeing the seamless operation of the conference center and meetings, both onsite and offsite. Place food orders for meetings and special events. Monitor food services to ensure on time delivery and setups. Coordinate with food services selection of menu options. Enter food service selections in CaterTrax for vendor. Coordinate with Guest Services staff daily on logistics for scheduled meetings and catering. Coordinate check-in and food tables for special events and roundtables. Coordinate after hours support with Landlord. Coordinate staffing with Guest Services and Office Services Manager. In conjunction with the marketing department as appropriate, coordinate special office events. This may include scheduling, catering, decor, staffing, entertainment, operations and materials. Review, approve and process invoices related to conference center, events and on-site vendor. Develop objectives for each meeting and special event, ensuring adherence to budget. Prepare formal post-event analysis, including final attendance numbers, budget summaries and client and attorney feedback. Review and develop standard layouts for meetings. Oversee meetings and special events, and act quickly to resolve problems. Assist in planning meetings and special events with attention to budget and time constraints. Evaluate the success of meetings, and solicit catering feedback. Maintain report tracking this information. Ensure all contracts and certificates of insurance are in order for all meetings and special events (excluding those managed by marketing). Work with HR on COi requests. Other meeting planning logistics as needed. Schedule conference rooms, catering, and equipment. Work closely with facilities staff and local Information Services (IS) to ensure meetings are as planned. Respond promptly to resolve issues with excellent customer service. Ensure that client contact information and invitee lists for events are entered in EMS. Collect visitor information and enter in security system. Work with IS and maintain updates in EMS. Coordinate meeting AV equipment, connect teleconference and video conference equipment as needed. Exercise care in the course of work to prevent injuries to oneself and co-workers. All other duties as assigned or required. High school diploma or equivalent experience is required. Should have 5+ years' relevant experience. Previous computer/typing experience is a plus. Prior receptionist/concierge desk experience is preferred. Experience in a law firm is preferred.

Additional Information

Job requisition ID: Req 2857

Company info

Cooley LLP
One Freedom Square,Reston Town Center 11951 Freedom Drive
Reston
Virginia
United States 20190-5656
Website : https://www.cooley.com/