Hines

Conference Services Coordinator

Location US-OH-Toledo
Job ID
2021-8170
Category
Facilities Management
Location : Location
US-OH-Toledo

Overview

When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.

Responsibilities

As a Conference Services Coordinator with Hines, you will be responsible for the coordination of conference, food and reception/hospitality services in support of the Owens Corning World Headquarters Conferences Services organization. The Coordinator will have partnership with the OC Internal Meeting Lead. The position will ensure that both internal OC customers and external guests have an exceptional experience while at the WHQ. Responsibilities include, but are not limited to:

 

  • Support the Conference Services Internal Meeting Lead to develop and manage a full set of conference, food and reception/hospitality services to ensure an exceptional experience for both internal and external guests.

  • Receive and process emails, phone calls, and direct contact from persons in need of meeting coordination within the WHQ. Continue professional and courteous communication of meeting needs throughout scheduling and meeting processes.

  • Interface and coordinate with AV Services to ensure proper technology and service are delivered in support of meetings and events.

  • Coordinate and communicate needs for catering, Audio/Visual, supplies, and room setup for each meeting. Oversee all aspects of setup, teardown, furnishings, supplies and service provisions for meetings and events at the WHQ.

  • Monitor meeting and event progress and serve as the concierge to event hosts during meetings and events. Maintain inventory of function rooms amenities (e.g., pads, pens, flip charts, water pitchers/glasses) and ensure conference rooms are refreshed between meetings and generally, clean and functional.

  • Responds to and handles problems and/or complaints when they arise.
  • Catering Services:
    • Ensure that caterers are available and appropriately equipped to service meetings and events in a quality manner.
    • Establish, in cooperation with the Internal Meeting Lead, catering standards for meetings and events at the WHQ.
    • Maintain a highly professional and congenial relationship with the staff of senior leaders in OC. Ensure the needs of individual senior leaders is understood and managed as part of the OC meeting and event experience. This includes cataloging the likes and dislikes of various clients to ensure that services rendered are consistent with client expectations.
  • Events:
    • Work in conjunction with the directives of the Internal Meeting Lead to establish standards for events at the WHQ.

    • Ensure that the proper staffing is in place to flawlessly execute the event and that resources are available to effectively deal with unanticipated issues.

    • Proactively monitor functions to ensuring that the meeting or event is flawless from beginning to end.

    • Attend pre-event meetings as needed to understand group needs.

    • Provide support and take direction from the Internal Meeting Lead.

  • Other Functions:
    • Comply with all written Hines GS and regional company policies.

    • Maintain and update survey data and other files.

    • Carries out other duties as assigned by General Property Manager and/or OC Internal Meeting Lead.

    • Maintain status as a WHQ Safety Coordinator. 

Qualifications

Minimum Requirements include:

  • Bachelor's degree in hospitality management, special events coordination or equivalent from an accredited institution
  • Two or more years of related work experience in Conference Services, Meeting Planning, or related hospitality field, in corporate meetings and events setting.
  • Ensure exceptional customer service from first point of contact, through meeting or event. Takes initiative through empowerment to ensure guest satisfaction, conducts briefing as needed.

  • Put forth a high-energy, people friendly, customer focused disposition always. Establishes a cooperative working atmosphere among staff.

  • Exchanges ideas, information and opinions with Staff and Facility Management to formulate policies and programs and/or arrive jointly at decisions, conclusions or solutions. Ability to converse and develop relationships with all levels of clients.

     

  • Attendance/punctuality – arrive at work on time ready to perform responsibilities, and keep all absences in compliance with Hines policies. Be flexible in schedule to fulfill obligations for events occurring before/after business hours as well as weekends or holidays as needed.

  • Demonstrate effective time management skills by planning work and handling multiple priorities. Accomplish daily responsibilities, long term projects, and personal performance goals as expected by Supervisor.

  • Decision making – determine appropriate action to be taken and determine probable outcome/impact based on knowledge and/or experience.

  • Develop and maintain excellent working relationships with service providers and co-workers on whom you rely to fulfill these duties.

  • Fully complete job responsibilities and documentation to the standard communicated by Supervisor and check own work to ensure the intended result is accomplished.

  • Maintain confidentiality, respect for information, calm demeanor in emergency situations, and exhibit a professional appearance always

  • Employ customer service, conflict resolution, and creative thinking skills. Apply exemplary written and verbal communication skills to inform, ask questions, and solicit feedback to effectively carry out responsibilities.

  • Communicate in a professional and courteous manner. Consider how actions and behaviors will impact others in the workplace.

  • Interact with others constructively to achieve the group’s goals, objectives and standards. Interact with customers (clients, visitors, other employees, and contractors) to create a level of service and professionalism that exceeds the customer’s expectations.

  • Follow up to ensure customer satisfaction. Facilitate all customer satisfaction review methods as directed by supervisor. Remain flexible to meet changing needs.

  • Candidate must be proficient in Microsoft Office, including Word, Excel and PowerPoint as well as Outlook. Must be able to learn software program dedicated to room scheduling and catering.

  • Demonstrated leadership and team building skills. Experience in sourcing and managing third party services relationships. Experience working within corporate and executive organizations.

  • Apply principles of rational systems to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.

  • Possess and practice exemplary oral communication and customer/guest care skills. Interpret instructions furnished in written, oral, diagrammatic, or schedule format.

  • Create professional, concise communications in written, oral, diagrammatic or schedules format. Critical thinking, problem solving and decision-making skills, with limited information at times.

Closing

Hines is a privately owned global real estate investment firm founded in 1957 with a presence in 240 cities in 27 countries. Hines oversees a portfolio of assets under management valued at approximately $160.9 billion¹, including $81.7 billion in assets under management for which Hines serves as investment manager, and $79.2 billion representing more than 172.9 million square feet of assets for which Hines provides third-party property level services. Historically, Hines has developed, redeveloped or acquired approximately 1,450 properties, totaling over 485 million square feet. The firm has more than 180 developments currently underway around the world. With extensive experience in investments across the risk spectrum and all property types, and a pioneering commitment to ESG, Hines is one of the largest and most-respected real estate organizations in the world. Visit www.hines.com for more information. ¹Includes both the global Hines organization as well as RIA AUM as of December 31, 2020.

 

 

We are an equal opportunity employer and support workforce diversity.

 

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