CONFERENCE COORDINATOR Job
Compass Group USA - New York, NY

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A Fresh Approach to Great Results.

Charlotte-based Compass Group North America is the leader in foodservice management and support services. By combining fresh ideas with the industry's greatest talent, we continue to set the standards for food and service excellence. Our vision for success is a powerful one - to continue to rise above the competition in every aspect of our business - from leading-edge technology, to purchasing, to foodservice, to catering and vending, to facilities management and support services. That kind of commitment commands only the best, and it's our great people providing great service that generates our great results . In turn, it's important to us that our talented employees be given the proper resources to achieve their fullest potential. Play a key role in our future success:

Job Description :
At FLIK, our operating philosophy is centered on three essential factors: great food, great service and great people.

Setting the standard for Conference Center Management, FLIK is on the forefront of the industry. FLIK is uniquely positioned to expertly manage a wide range of operations and has demonstrated abilities in exceeding clients' goals and objectives for their facilities.

FLIK Conference Centers is a full solutions provider. FLIK takes full responsibility for the facilities we operate while providing the highest level of customer service.

The Conference Coordinator will interact closely with the Firm's executives and administrative staff to ensure the seamless planning and coordination of meetings, conferences and other events held at two locations in New York and New Jersey.

The Conference Coordinator will be part of a team in high volume conference center for a Fortune 200 firm. Currently 14 Coordinators book and execute meetings ranging from 4 to 500 clients. All meetings and events are housed on campus. Business model is represented in three types: 1) daily conferences of 4 to 60 guests, turning rooms several times per day; 2) full or half day executive conferences of 4 to 30 clients; and 3) day and evening events in auditorium and mezzanine level up to 500 client. Ideal candidate will posses working knowledge of reservations systems and be accustom to fast paced centers with multiple room turns.

Responsibilities :
The Conference Coordinator is responsible for:
Handling meeting room bookings, utilizing the reservation system (REALM) and focusing on the strategic assignment of meeting space so as to maximize utilization.

Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.

Coordinating a wide range of services for meetings which have been booked, including Audio Visual requirements, food and beverage requests, conference room set-ups, signage, distribution of materials, etc.

Conferring with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.

Communicating to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings.

Producing Event Protocols and/or comprehensive meeting "resumes" in order to document events and share detailed information with all involved departments.

Carrying out daily "call-arounds" for next-day events, getting final confirmation of the meeting's time, number of participants, Audio Visual presentation materials, menus, room set-up, billing information, etc.

Participating in and leading daily and weekly Planning Meetings, reviewing the details of events which he or she has been working on, answering questions from staff members, and discussing relevant logistical matters.

Participating in "pre-con" meetings involving the client, as well as relevant members of the operations staff, when plans for complex and/or large scale events are being finalized.

Participating in "post-conference/debrief" feedback sessions with the client and relevant members of the operations staff, so as to obtain first-hand comments on certain complex, critical and/or large scale events.

Obtaining correct approval and billing information for all expense related activity to include; food and beverage, equipment rentals, etc. Monitoring the accuracy of any such charges.

Entering complete cancellation details into the reservation system (REALM) confirming any meeting cancellations to the client by e-mail and applying cancellation charges as appropriate.

Working with the client and the Foodservice Director to plan standard and special food and beverage events, documenting such events within the reservation system (REALM).

Quickly identifying booking conflicts or potential booking conflicts, suggesting solutions and if not immediately resolved, discussing such conflicts with the Conference Center Manager/GS Manager.

Checking that meeting rooms are set-up correctly, with the proper equipment and amenities, prior to the start of meetings. Greeting the host upon his or her arrival to the meeting room and ascertaining any new requests.

Responding to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings.

Conducting facility site inspections on a monthly basis to ensure pristine condition and maintenance of the property.

Conducting facility tours for prospective clients.

Providing lunchtime and other short-term coverage for members of the Receptionist staff.

Qualifications :
Excellent organizational skills, with the ability to prioritize tasks and juggle many tasks simultaneously.

Excellent oral and written communication skills.

Strong computer skills and knowledge of office technology/equipment.

Full knowledge of the conference center reservation system (REALM).

Ability to work calmly and effectively in stressful situations.

Exceptional client service skills to exceed expectations

Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details.

Discreet, ethical and committed to maintaining a high degree of confidentiality.

Excelling as a team member, with a passion for delivering the Platinum Service® standard and focused on total customer satisfaction.

Maintaining a consistently professional approach, with a willingness to take ownership and responsibility both within and outside one's job domain.

A college graduate with two years of conference planning experience in a conference center or corporate environment.

Great People. Great Service. Great Results.
At Compass Group North America, our superior balance of efficiency and quality attract the highest caliber level of service our clients deserve. We retain the finest workers with a highly competitive compensation and comprehensive benefits plan. If you're looking for a career where you set the standard for personal advancement, then Compass Group North America is for you! Working together, we will continue to experience success as the industry's best.

Achieving leadership in the foodservice industry
Compass Group North America is a diversity growth-oriented organization. Our goal is to improve the quality of work life by using fair and consistent treatment and providing equal growth opportunities for ALL associates. EOE & AA Employer M/F/D/V

Compass Group - 2 years ago - save job - block
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About this company
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This company points the way to managed foodservices. Compass Group USA provides catering and dining services to corporate clients,...