CONFERENCE COORDINATOR

The Conference Coordinator is responsible for establishing a warm, welcoming and professional atmosphere for all clients, executives and staff members at all times. Located on reception floor, the Ambassador will be the first point of contact for visitors to the area, making them feel comfortable, directing them to their appointments and meetings, and assisting them during their visit. The Ambassador will also interact closely with the Conferencing and Events team, as well as the Firm's executives and administrative staff to ensure the seamless planning and coordination of meetings, conferences and other events held at Moelis HQ.

• The maintaining and post of the Conference Center Reception operation.
• Provide high-level internal and external customer support.
• Greets employees, employee's visitors, and clients, welcoming them with a smile and maintaining eye contact through the entire interaction.
• Escorting all guests and clients to their proper meeting room upon arrival while speaking knowledgeably about the office, building, surrounding areas, transportation, local restaurants, and other points of interest.
• Handling meeting room bookings, utilizing the reservation system (EMS) 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 and furniture set-ups, signage, distribution of materials, etc.
• General administrative support such as interfacing with vendors (AV, catering, etc.) to provide seamless customer support.
• Conferring with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.
• Learning to produce 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.
• Obtaining correct approval and billing information for all expense related activity to include food and beverage, equipment rentals, outside staffing costs, etc. Monitoring the accuracy of any such charges and adjusting based on changes made from the client.
• Entering complete cancellation details into the reservation system (EMS) confirming any meeting cancellations to the client by e-mail and applying cancellation charges as appropriate.
• Quickly identifying booking conflicts or potential booking conflicts, suggesting solutions and if not immediately resolved, discussing such conflicts with the Hospitality Services Manager.
• Checking that meeting rooms are set-up correctly to client specification, prior to the start of meetings, and ensuring cleanliness of all office space.
• Responding to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings.
• Coordinate and arrange basic office equipment repairs and maintenance by communication with Facilities team.
• Communicate effectively with peers, displaying accuracy and attention to detail both in verbal and written communications.
• Maintain strong awareness of business activity and communicate all updates with your team members.
• Conduct opening and closing walkthroughs daily.
• Complete all trainings required by the company and client company as well as other duties assigned.

• 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.
• A genuine sense of hospitality, with a commitment to delivering a memorable experience in all aspects of the role.
• Full knowledge of the conference center reservation system (EMS).
• Ability to work calmly and effectively in stressful situations; prioritizing tasks and juggling many jobs simultaneously, while interacting with visitors in a public environment.
• 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 "Citi in Practice" 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 relevant Hospitality or Event Management experience in a conference center or corporate environment.