AMA is seeking a Conference Center Coordinator to perform a variety of meeting space set-up tasks to include assisting the Center Manager in the administration of AMA seminars and external events in AMA’s Executive Conference Center. This position requires an individual to provide a high-quality experience from initial contact with attendees, speaker and external event attendees and meeting planners. In the absence of a Manager, the Conference Center Coordinator will be the MOD and is charged with ensuring all events and customer service deliverables are achieved.
Responsibilities
Assist Center Management in ensuring that the meeting room meets the needs of the AMA speaker and/or external client by reviewing the capabilities of the equipment in the meeting rooms.
Retrieve and download AMA meeting materials from cloud environment to devices used to facilitate the seminar.
Ensure that the center is open for business every business day: all required meeting rooms are open, all necessary equipment is in the room, rooms are appropriately lit and temperature controlled, and all beverage stations are open. Also ensure that at the end of the day, the Center is prepared for following day and closing procedures are followed.
Periodically touch base with AMA speaker and/or external client to proactively address any technical or meeting services issues that may arise and troubleshoot solutions.
Identify any specific facility issues (HVAC, maintenance, security, etc.) and report to the Center Manager. Any hazardous condition requires immediate notification to Center Management.
Manage and maintain inventory of A/V equipment and beverage station supplies and complete all necessary paperwork required.
Provide high quality customer service to customers, faculty, facility vendors and property management.
Manage the receiving and shipping of AMA seminar materials and A/V equipment and proactively communicate any issues with Center Manager and/or Corporate Office.
Handle customer inquiries and problems, as they arise, in a knowledgeable and courteous manner.
Assist at Front Desk when needed to cover breaks and days of increased traffic flow in the Center.
Maintain all technical aspects and cleanliness of all audiovisual and computer equipment.
Set up and break down catering orders for outside meetings as needed.
Fill the role of Manager on Duty (MOD) when Center Management is not in the Center.
Other duties as assigned.
Qualifications
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.
Must be computer literate with working knowledge of MS Office, including Power Point, Word, Excel and Outlook.
Must be detail oriented, a team player, self-starter and be able to participate in a customer service-oriented environment.
General AV installation and operation experience required.
Some overtime and some weekend work required.
Must be prompt & dependable
Present a professional image.
Able to work well under pressure.
Able to work in a team environment.
Business casual work attire.
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.
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