Conference coordinator Jobs in Chicago, IL

This pivotal role is significant as you will serve as the firm's frontline representative, shaping its initial impression and exemplifying its operational excellence through the management of the conference center. Beyond traditional receptionist duties, you will oversee the office's opening and closing procedures, meticulously coordinate the conference center calendar, handle meeting arrangements, facilitate seamless transitions, coordinate catering orders, maintain the kitchen and conference center, and address any other unforeseen tasks to ensure the smooth functioning of the workspace. You will also provide administrative support as needed.

The Conference Center Coordinator is prominent in this esteemed financial services firm!

Responsibilities

• Answer, screen, and appropriately direct all incoming calls.
• Receive and communicate messages to appropriate parties.
• Greet incoming guests and direct guests to proper destinations.
• Coordinate messenger pick-up and distribute incoming packages.
• Utilize the security monitoring station to ensure only approved individuals have access.
• Ship FedEx packages when requested. Reconcile FedEx invoices for accounting.
• Search, request, and track files from offsite storage sites.
• Communicate work order requests to the appropriate manager or office of the building.
• Maintain a neat and orderly appearance of the reception area.
• Reserve, coordinate, and manage the conference center calendar.
• Schedule and confirm meetings in appropriate and available conference rooms.
• Ensure visitors and deliveries are entered into a security system before arrival.
• Coordinate / assist with guest IT needs.
• Responsible for meeting setup and breakdown.
• Responsible for placing and confirming catering orders for meetings.
• Conduct kitchen, lounge, and conference walk-throughs to ensure rooms are properly stocked and organized.
• Maintain inventory of kitchen / catering supplies.
• Research vendors and compare pricing to ensure the best value.
• Support various events when requested.
• Assist with monthly expense processing for a select group of Associates.
• Provide back-up support to the Executive Assistant team where needed. Duties include scheduling, booking travel, and phone coverage.

Ideal Experience

117774

The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary / Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.