Senior Meeting & Events Coordinator Job at CBRE
Posted
08-May-2023
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Administrative, Customer Service, Sales Support
Location(s)
Arlington - Virginia - United States of America
Hi, we’re Host!
We believe your office should allow you to feel comfortable, productive and inspired in your working life. Because when people feel inspired, great things happen.
As the heart of the workplace, you will help foster a sense of community by putting the well-being of others at the forefront. As you collaborate with colleagues to create a culture of support, you will have countless opportunities to inspire moments of delight and pursue amazing outcomes each day.
With Host, you can join a team that elevates the office experience by delivering world-class services that make coming to work better than it’s ever been.
JOB SUMMARY
The Sr Meeting & Events Coordinator is at the forefront of delivering a positive meeting and events experience as a cultural ambassador and service leader.
In this role, you would be the primary contact for event clients and responsible for ensuring that the logistics of events are run efficiently, meeting Host’s standards. You will prepare event spaces in advance, assist with vendor space access and ensure vendor safety and insurance requirements are met, support food and beverage service, provide attendee service such as greeting and providing wayfinding, and support event wrap up activities such as billing and clean-up.
You may support meeting planning activities such as scheduling, providing room set configuration options, audio visual or décor options, or list of recommended food and beverage vendors.
DUTIES & RESPONSIBILITIES
Assists with pre-event planning and coordination as assigned or directed. Ensure vendor safety and insurance requirements are met.
Oversees events on the day of, including problem-solving, welcoming guests, coordinating and participating in event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests and coordinating/participating in tear-down.
Work closely with clients, vendors, and team members to ensure that all services are coordinated for guests including: arrival experience, transportation, signage, booths/displays, special needs requirements, printing, and event security.
Maintain outlines of space configurations, decor possibilities, audio visual requirements and limitations for each event space, transportation options, and other event related event items as needed. May manage a small inventory of event supplies (i.e. furniture, linens, decor, audio visual items and etc.).
Lead set up, refresh and removal of food, beverage and service items.
Responsible for post-event reporting and reconciliation.
May serve as primary point of contact for smaller meetings and events, and as support for larger and more complex meetings and events.
May create event timelines as needed and engage with event stakeholders. Accountable for ensuring deadlines are met on time and with high quality.
Works with the local AV team to ensure all audio and visual requirements for each event are met. Coordinates troubleshooting of said system if needed.
May coordinate master meeting and events calendar for a small to medium sized event space. Communicates events schedule with all required partners and service providers.
Performs other duties as assigned.
QUALIFICATIONS
HS Diploma or GED required.
A minimum of 3+ years of prior work experience in event coordination, retail, restaurant, customer service or other hospitality experience preferred.
Has a good understanding of project management, attention to detail, and ability to partner with various stakeholders.
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Comfortable meeting and engaging with new people.
Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
Utilize a high level of attention to detail as well as strong interpersonal skills.
Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.
Requires intermediate knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
Good organizational skills and high attention to detail. Must work well under pressure with multiple deadlines and demonstrate a proactive approach to routine and non-routine occurrences.
Willingness to learn how to use new technologies, and work in multiple software platforms and applications.
Ability to work flexible work schedules based on business need.
Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 35 lbs. and occasionally lift/move up to 50 lbs.
SCOPE OF RESPONSIBILITY
Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
SAFETY
Responsible for personal safety and the safety of those who are affected by your work. This includes but is not limited to:
- Complete at a satisfactory level all required and assigned HSE training.
- Follow all activity policies and procedures, including all HSE related requirements at all times.
- Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.
- Report any condition which you feel could result in an accident or injury and / or stop work if required.
CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law. We also provide reasonable accommodations, as needed, throughout the job application process. If you have a disability that inhibits your ability to apply for a position through our online application process, you may contact us via email at recruitingaccommodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada).
NOTE: Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter.
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