CONFERENCE COORDINATOR

The Conference Coordinator will interact closely with the Firm's executives and administrative staff to ensure the seamless planning and coordination of meetings, conferences and other events held at Goldman Sachs locations in Salt Lake City.

KEY JOB DUTIES:
The Conference coordinator is responsible for:
Handling meeting room bookings, utilizing the reservation system
(EMS) and focusing on the strategic assignment of meeting space to maximize utilization.
Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the status of the meeting, the accuracy of participant counts, the need for special equipment, etc.
Coordinating a wide range of services for meetings which have been booked, including Audio Visual requirements, food and beverage requests, conference room set-ups, signage, distribution
of materials, etc.
Conferring with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.
Communicating to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during meetings.
Producing Event Resumes/BEO's to document events and share detailed information with all involved departments.
Carrying out daily "confirms" for next-day events, getting final confirmation of the meeting's time, number of participants, Audio Visual presentation materials, menus, room set-up, billing information, etc.
Participating in daily and weekly Planning Meetings, reviewing the details of events which he or she has been working on, answering questions from staff members, and discussing relevant logistical
matters.
Participating in "pre-con" meetings involving the client, as well as relevant members of the operations staff, when plans for complex and/or large-scale events are being finalized.
Participating in "post-conference/debrief" feedback sessions with the client and relevant members of the operations staff, to obtain first-hand comments on certain complex, critical and/or large-scale
events.
Obtaining correct approval and billing information for all expense related activity to include food and beverage, equipment rentals, etc. Monitoring the accuracy of any such charges.
Entering complete cancellation details into the reservation system (EMS) confirming any meeting cancellations to the client by e-mail and applying cancellation charges as appropriate.
Working with the client and catering vendors to plan standard and special food and beverage events and correctly documenting such events within the reservation system (EMS).
Quickly identifying booking conflicts or potential booking conflicts, suggesting solutions and if not immediately resolved, discussing such conflicts with the Lead Coordinator/GS Manager.
Checking that meeting rooms are set-up correctly, with the proper equipment and amenities, prior to the start of meetings. Greeting the host upon his or her arrival to the meeting room and
ascertaining any new requests.
Responding to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings.
Conducting room/building tours for events.
Providing lunchtime and other short-term coverage for members of the Receptionist staff.
Assist with room flips, beverage service, tech support, and meeting clean ups as needed.
Communicating with reception and conference aides to ensure meeting and event success.
Expedite all requests to send packaged materials back to clients.

Excellent organizational skills, with the ability to prioritize tasks and juggle many tasks simultaneously.
Excellent oral and written communication skills.
Strong computer skills and knowledge of office technology/equipment.
Full knowledge of the conference center reservation system (EMS).
Ability to work calmly and effectively in stressful situations.
Exceptional client service skills to exceed expectations.
Punctual, dependable, and dedicated to achieving operational excellence, down to the smallest of details.
Discreet, ethical, and committed to maintaining a high degree of
confidentiality.
Excelling as a team member, with a passion for delivering the
Platinum Service standard and focused on total customer satisfaction.
Maintaining a consistently professional approach, with a willingness
to take ownership and responsibility both within and outside one's job domain.
Two to three years of conference planning experience in a conference center or corporate environment.