CONFERENCE ROOM COORDINATOR

Neighborhood House Association•San Diego, CA

15h•Onsite

About The Position

The Conference Room Coordinator manages the scheduling, setup, maintenance, and overall readiness of conference rooms and shared meeting spaces on the main floor level of the Copley Administrative building. This role ensures staff, partners, and visitors have a professional, efficient, and welcoming environment for meetings, training, and special events. The Conference Room Coordinator supports the organization’s mission by providing excellent customer service and ensuring smooth operational logistics.

Requirements

Knowledge of business principles and operational practices related to conference facility management.
Knowledge of basic accounting methods and procedures.
Knowledge of equipment and services required for meetings and events.
Knowledge of marketing and promotional techniques for facility usage.
Knowledge of correct English usage, including spelling and grammar.
Knowledge of standard business software, including word processing, spreadsheets, and graphics.
Knowledge of recordkeeping and filing practices, and procedures.
Ability to plan and coordinate diverse activities necessary for managing conference facilities.
Ability to effectively manage schedules for multiple users and events.
Ability to communicate clearly and professionally, both verbally and in writing.
Ability to prepare accurate records and reports.
Ability to build and maintain effective working relationships with staff, users, vendors, and the public.
Ability to exercise sound judgment while coordinating facility use and maintenance.
Ability to manage stressful situations calmly and professionally.
Ability to supervise staff and oversee event operations.
Ability to maintain strong organizational skills while managing multiple priorities and deadlines.
Graduation from high school or G.E.D. equivalent.
College-level coursework in marketing, accounting, business administration, or a related field.
At least two years of experience coordinating scheduling and use of multi-room meeting or conference facilities.
Valid California Driver’s License and insurance and/or access to reliable transportation to conduct agency business.
Pediatric First Aid, CPR, and Food Handler Certification (must be obtained within 90 days of employment).
Must meet and maintain all State and County childcare employment requirements, including fingerprinting, TB clearance, and physical examination.

Nice To Haves

Has the ability to exercise discretion and independent judgment involving the conference rooms and shared meeting spaces, and evaluate possible courses of conduct and acting or making a decision after the various possibilities have been considered.

Responsibilities

Plan, schedule, and coordinate the use of Conference Center facilities for meetings and special events.
Oversee and assist with room setup and breakdown, and coordinate activities with facility users.
Review and process room rental applications; manage vendor relationships to ensure successful event execution.
Assist users with arranging services for meetings, conferences, trainings, and holiday events.
Maintain the Conference Center master calendar and accommodate special requests, including linens, audiovisual equipment, and security services.
Develop promotional brochures and marketing materials to promote Conference Center services.
Create and maintain catalogs of available facilities and resources.
Track costs associated with facility use and services, submitting billing information to the Business Services Department.
Schedule and oversee cleaning, maintenance, and repairs of Conference Center facilities.
Maintain inventory of furniture, equipment, and supplies.
Keep accurate records, files, and reports.
Supervise Building Services Attendant staff, including timekeeping, individualized professional development plan, and performance evaluation.
Receive, track, and manage incoming warehouse deliveries.

Benefits

15 Holidays Days
401(K) Retirement 6% Match
Paid Vacation and Sick Leave
Tuition Reimbursement up $2,500
2 Personal Days
Group Medical, Dental and Vision Insurance
Agency-Paid Life Insurance and Long-Term Disability Insurance
Live Well Program
4 Paid Days Annual Bereavement (Note Total of 5 days of bereavement leave per loss)
Health and Dependent Care Flexible Spending Account (FSAs)
Voluntary Benefits: Life and AD&D Accident, Short-Term Disability, and Critical Illness Insurance
Free Employee Assistance Program (EAP)