Conference Center Coordinator

The Millennium Group•Chicago, IL

About The Position

The Conference Center Coordinator manages conference and hospitality calendars, booking requests, room setups, and communications with meeting organizers. The role coordinates internal resources to ensure room and beverage setups are accurate and timely, identifies booking conflicts and suggests solutions, and monitors two Outlook mailboxes. The coordinator also supports post-conference feedback sessions and other operations activities as needed. This position requires strong organizational, customer-service, communication, and prioritization skills, along with the ability to work independently and maintain confidentiality.

Requirements

High school diploma or equivalent required.
At least two years of experience in conference center planning in a corporate meetings/events or conference center environment.
Proficiency in Word, Excel, Outlook, and MS Teams.
Exceptional organizational skills and the ability to prioritize and multitask efficiently.
Adaptability in a dynamic environment and strong interpersonal skills.
Excellent written, oral, and verbal customer-service skills.
Ability to learn new skills quickly.
Flexibility to handle multiple and sometimes conflicting priorities.
Strong initiative and ability to work independently with minimal direct supervision.
Ability to remain diplomatic in stressful situations, work as part of a team, and build strong relationships with internal team members and external stakeholders or customers.
Ability to maintain confidentiality when working with highly sensitive materials.
Punctuality, dependability, dedication to operational excellence, and a consistently professional approach with willingness to take ownership and responsibility.
Ability to walk, bend, kneel, stand, and/or sit for extended periods.
Ability to lift or move 50 pounds or more at times.

Nice To Haves

Higher education preferred.

Responsibilities

Manage conference and hospitality calendars; confirm reservations and communicate with meeting organizers about questions.
Lead conference room setups and coordinate internal resources to ensure room and beverage setups are accurate and timely.
Respond to a high volume of phone calls and emails involving new meeting requests and add-ons to existing requests.
Send initial confirmations for conference-space bookings, including accurate completion of meeting request forms.
Identify booking conflicts or potential conflicts and suggest solutions.
Monitor and respond to two Outlook mailboxes.
Communicate with meeting organizers before, during, and after meetings, where applicable, to maintain positive relationships and respond to inquiries and requests in a timely manner.
Coordinate post-conference and debrief feedback sessions with meeting organizers and relevant operations staff, particularly for complex, critical, and large-scale events.
Support various operations activities as needed.
Perform other duties as assigned.