(NGIS LITTLE CREEK) CONFERENCE ASSISTANT

NEXCOM • Virginia Beach, VA

14h • Onsite

About The Position

Coordinates, sets up, and orders supplies for conferences and special activities of military members, visiting dignitaries, and their guests. Responsible for the set-up of an NHG conference room prior to scheduled activities to ensure all contractual arrangements are met and that all training aids and associated materials, table arrangements, food and beverage stations, base information, maps, etc. are set-up and in good working order. Provides daily updates to front desk staff of conference room usage. Places directional signage noting conference name and provider. Monitors conference in progress to ensure service provided is efficient, courteous, and correct relative to etiquette, military protocol, and contractual terms. Troubleshoots unexpected problems related to training aids, ventilation, and minor emergencies. Makes adjustments to accommodate special situations. During conferences may provide special services such as message taking, faxing, and/or copying documents, issuing local maps, base information, etc. Upon completion of conference ensures clean-up of conference area to include returning furniture to its regular placement, storing equipment, and training aids, clearing food and/or beverage stations, and ensuring all dishware and serving trays are clean and properly stored. Ensures that furniture is clean and polished, waste is removed, and conference area is clean including window sills and floors. Orders, receives, and issues amenities such as coffee, sugar, creamers, pastries, fruits, etc. Performs daily inventories to calculate monthly usage for ordering. Performs weekly/monthly inventories and submits to the site business office. Ensures all property equipment is in working order and available for inspection and records are accurate. May act as designated receiver for APF NAF supplies and property. Conducts monthly/quarterly inventory of all supplies and property assigned. Reports damaged or stolen equipment immediately and ensures routing maintenance is performed. Ensures repair or replacement of equipment as needed. Utilizes the Property Management System (PMS) to access guest information. Receives requests and processes group reservations for 5 or more persons within established guidelines. Secures a credit card for incidental expenses and authorizes the credit card for room charges. Performs other related duties as assigned.

Requirements

• No experience required.
• High school graduate or equivalent preferred.

Responsibilities

• Set up conference rooms, ensuring all contractual arrangements, training aids, table arrangements, food/beverage stations, and information are in place and functional.
• Provide daily updates to front desk staff regarding conference room usage.
• Place directional signage for conferences.
• Monitor ongoing conferences to ensure efficient, courteous, and correct service according to etiquette, military protocol, and contractual terms.
• Troubleshoot and resolve unexpected issues with training aids, ventilation, and minor emergencies, making adjustments as needed.
• Provide special services during conferences, such as message taking, faxing, copying, and distributing local maps and base information.
• Ensure thorough clean-up of conference areas after use, including returning furniture to its original placement, storing equipment and training aids, clearing food/beverage stations, and cleaning all dishware and serving trays.
• Maintain cleanliness of the conference area, including furniture, waste removal, window sills, and floors.
• Order, receive, and issue amenities like coffee, sugar, creamers, pastries, and fruits.
• Perform daily inventories to calculate monthly usage for ordering purposes.
• Conduct weekly/monthly inventories and submit them to the site business office.
• Ensure all property equipment is in working order, available for inspection, and that records are accurate.
• Act as a designated receiver for APF NAF supplies and property.
• Conduct monthly/quarterly inventories of all assigned supplies and property.
• Report damaged or stolen equipment immediately and ensure necessary maintenance, repair, or replacement.
• Utilize the Property Management System (PMS) to access guest information.
• Process group reservations for 5 or more persons within established guidelines.
• Secure and authorize credit cards for incidental expenses and room charges.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED