Event Coordinator

RR Donnelley•New York, NY

6d•$22 - $31•Onsite

About The Position

The Conference Coordinator ensures seamless planning and coordination of meetings, conferences, and other events. Serving as the main concierge and single escalation point for vendors and end users, the coordinator manages event logistics, client communications, room bookings, and coordination with internal departments and subcontractors. The role also supports Hospitality Associates, confirms event details, oversees room readiness, and gathers post-event feedback.

Requirements

High school diploma or equivalent.
At least two years of conference-planning experience in a corporate or conference center environment.
Good knowledge of conference center reservation systems.
Excellent organizational skills, with the ability to prioritize tasks and multitask efficiently.
Excellent oral and written communication skills.
Exceptional client service skills and ability to exceed expectations.
Strong computer skills and knowledge of Microsoft Office products, including Outlook, Excel, and PowerPoint.
Punctual, dependable, and dedicated to operational excellence.
Discreet, ethical, and committed to maintaining a high degree of confidentiality.
Consistently professional approach, with willingness to take ownership and responsibility.

Responsibilities

Coordinate services for booked meetings, including audiovisual and other IT requirements, food and beverage, room setups, signage, and distribution of materials.
Delegate work assignments and tasks to Hospitality Associates to ensure department deadlines are met.
Identify booking conflicts or potential conflicts and suggest solutions.
Communicate with clients before, during, and after events; maintain positive relationships and respond to inquiries and requests promptly.
Produce daily comprehensive meeting reports to document events and share details with involved departments.
Manage meeting room bookings through the reservation system and strategically assign spaces to maximize utilization.
Send booking confirmations and follow up at specified intervals to confirm meeting status, participant counts, and special equipment needs.
Manage post-conference and debrief feedback sessions with clients and relevant operations staff, particularly for complex, critical, or large-scale events.
Respond to phone calls and emails about new meeting requests and add-on information for existing meetings.
Assist with stocking conference rooms with office supplies.
Communicate client requirements to relevant internal departments and subcontractors before and during meetings.
Ensure meeting rooms are correctly set up with the required equipment and amenities before meetings begin.
Conduct site inspections to ensure facilities are in pristine condition and escalate maintenance issues.