What are the responsibilities and job description for the Conference Center Coordinator position at American Management Association Intl?
Overview
American Management Association (AMA) is a global leader in professional development and training. Founded in 1923, AMA supports the goals of individuals and organizations through a complete range of products and services, including classroom and virtual seminars, webcasts, webinars, corporate and government solutions, and research. Organizations worldwide, including the majority of the Fortune 500, turn to AMA as their trusted partner in professional development.
AMA is seeking a Conference Center Coordinator to coordinate facilities operational services which include guest services, technical services, technical support services, food & beverage service, freight / mail services, cleaning and maintenance services to provide a professional learning atmosphere for all guests.
Responsibilities
- Provide a high level of customer service to all customers (internal and external)
- Prepare all meeting rooms to be set up according to meeting requirements; includes the testing and operation of all audiovisual and technical equipment in meeting rooms, including, but not limited to laptops/desktops, speakers, projectors, microphones, monitors, and webcams.
- Ensure that the meeting room meets the needs of the AMA speaker and/or clients by acclimating them to capabilities of the equipment in the meeting rooms and by continually following up to troubleshoot any/all technical or logistical challenges if necessary
- Retrieve meeting requirements from iMIS and/or from Center Manager.
- Confirm that all meeting materials that were received are correct; physically arrange all meeting furniture, equipment, and set meeting materials as required.
- Coordinate all mail room activities
- Check in all freight in a timely manner
- Appropriately package all outgoing materials and schedule pick up promptly
- Check mailbox daily
- Distribute all mail and shipment to the appropriate individuals or rooms in a timely manner
- Maintain inventory at beverage stations
- Submit beverage order request to the center operations manager
- Confirm receipt or completion of beverage orders or services
- Work with building personnel to coordinate daily cleaning and maintenance of facility
- Record and report maintenance and repair needs and any other hazardous conditions to Center Operations Manager or Assistant Manager
- Perform closing functions to ensure all equipment is properly shut down and secured and facility is locked down
- Ensure all promotional materials are appropriately displayed throughout the facility
- Back up and support Technical Support/Services Rep with room set-up
- Support catering services with set up and food cleanup and disposal
- Support other team members as needed
- Create efficiencies in daily operation
- Other related duties
Key Contacts
- FEDEX, UPS and other freight and package delivery drivers
- Beverage Services sales team, drivers, and maintenance staff
- AMA MMML team
- Building cleaning team and engineers
- Others as needed
Qualifications
- Customer service experience in hospitality field required
- Efficient in Zoom, Microsoft Teams, MS Outlook, Explorer, Word, Excel, and Power Point
- Excellent time management and organization skills
- College or technical/vocational degree or certificate preferred
- 2 years conference center and/or hotel convention services experience desired
- Excellent English verbal and written communications skills required
- Strong interpersonal skills required, and must be able to prioritize multiple tasks and continually re-evaluate them in a constantly changing environment
An EEO/AA Employer – M/F/Individuals with Disabilities/Veterans – an ADA compliance organization
Salary : $15 - $23
