Workplace Event Coordinator

Circles•Dallas, TX

6h•$23•Onsite

About The Position

Circles is looking for people with a real passion for hospitality. Most importantly, you have a passion for people - making all employees, clients and guests feel welcome while they visit the site and attend events; so, you will need to be highly social, upbeat and friendly; confident and can handle pressure well; thrive in a high-volume, high-energy environment and can manage multiple tasks and guests with ease. You are the first point of contact for employees and guests visiting our client. You ensure that the office and workplace remain clean, run smoothly and efficiently, greeting employees, visitors, and guiding vendors to support the operations of the office. We’re looking for a team player who can seamlessly handle the entire building from top to bottom. The Event Coordinator role helps support the seamless delivery of event and workplace services being delivered at our corporate client site. You will provide employees, clients and guests with exceptional service while consistently displaying a professional and enthusiastic personality. You will assist our client with a wide range of workplace event services and ensure their absolute satisfaction in interacting with our team. You will communicate with employees and clients over the phone, digitally and in person to support their inquiries, questions and needs as it relates to event and meeting services. On a typical day you will assist employees, clients and guests with catering arrangements, organizing company meetings, securing venue space, delivering onsite amenity services, planning and executing social events, creating informational overviews, newsletters and digital content. You will be part of an exciting, cutting-edge workplace experience team which focuses on supporting employees, clients and guests as they interact with and collaborate at the client site. This role offers a Monday through Friday schedule offering 20 hours per week with flexibility for some additional hours based on event needs. This is a 100% in person/on-site position. Compensation begins at $23 per hour.

Requirements

Strong verbal and written communication skills
Personable, highly engaging and empathetic
Knowledgeable, approachable and resourceful
Proactive, energetic and self-starter
Problem-solver, ability to prioritize, calm in pressure situations
Team player, collaborator and multi-tasker
Manage and prioritize multiple tasks daily
Excellent written and oral communication skills
Ability to adhere to schedule and be punctual
Flexibility to adapt to changing priorities
Proficient with Microsoft Office Suite
Professional appearance
Great, helpful attitude in partnering with many different teams
3+ years of corporate event, conference or hospitality experience is required
Demonstrated experience exceeding targets and client satisfaction metrics
Have strong organizational and time management skills with a high degree of flexibility
Demonstrated strong MS Office abilities including PowerPoint, Excel, and MS Word
Job requires ability to lift up to 50 pounds periodically

Responsibilities

Responsible for scheduling and confirming shared meeting room and conference spaces at the client site
Respond to all employees’ requests following and adhering to Circles standards of service, accommodating requests from the ordinary to the extraordinary
Support each event from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication
Support the logistics of each event, ensuring meeting spaces, shared areas are clean and ready for each meeting
Oversees events on the day of, including problem-solving, welcoming guests, coordinating and participating in event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests and coordinating/participating in tear-down
Track, manage and restock meeting rooms and supplies and ensure each space has the proper technology and A/V equipment based on meeting needs
Anticipate event meeting attendee needs, offer proactive service enhancements
Maintain a working knowledge of room configurations and set-up options
Collaborate and liaise closely with client’s IT, A/V, Security, Facilities and Workplace Services teams to ensure each event and engagement is seamless from the planning process through execution
Manage pre-event research and preparation responsibilities including room configuration options, communicating pre-registration requirements, collaborating with AV for technical set-ups, security requirements gathering event materials and procurement of branded materials
Responsible for building and maintaining relationships with internal and external clients in a timely and professional manner
Be accountable for all requests and inquiries that are coming in for the events team
Anticipate team member and guest needs before they arise using relevant information collected about members to enhance and personalize their experience
Educate employees on event spaces best practices including proper usage, agile working strategy, new conferencing, meeting techniques, technology, and escalation procedures
Take ownership to recommend and suggest solutions and alternatives to requests that meet and exceed expectations
Support workplace experience team with duties as assigned when there are not events taking place
Other duties as assigned