Conference Services Coordinator

Job Description

Job Title : Meeting Support Specialist

Location : New York, NY

Schedule : Full-Time | Hours : 6 : 30 AM – 7 : 00 PM (Flexible, Including Occasional Overtime / Weekends)

Pay Rate : $28.00 / hr (Non-negotiable)

Reports To : Meeting Services Manager / Client Services Coordinator

Client : Premier Global Financial Services Firm

Job Summary

We are seeking a high-energy, service-focused Meeting Support Specialist to join our on-site hospitality team at one of our most prestigious financial services clients. This role is central to creating a white-glove, 5-star client experience for all guests and internal stakeholders.

As an ambassador for our client’s brand, you will oversee the full meeting lifecycle—from room setup, AV coordination, and guest arrival to post-meeting breakdown—ensuring all spaces are polished, functional, and aligned with high-end corporate hospitality standards. The ideal candidate will be hands-on, polished, detail-oriented, and experienced in fast-paced, high-volume environments, particularly within multi-purpose room (MPR) and conference center settings.

Key Responsibilities

Meeting & Conference Room Operations

• Execute timely setup, breakdown, and reset of conference rooms, MPRs, and terrace spaces, including moving and arranging furniture (tables, chairs, etc.) according to client specifications and lookbook standards.
• Ensure all meeting amenities and materials (e.g., tent cards, name tags, decks, supplies) are prepared and in place.
• Check and audit meeting rooms throughout the day to ensure readiness, cleanliness, and functionality.
• Manage inventory and restock pantries, supply rooms, conference rooms, and printers as needed.
• Support new hire orientations and internal events, including logistics, setup, and teardown.

Client & Guest Experience

Technology & Vendor Coordination

Scheduling & Communication

Qualifications

Core Competencies

Physical Requirements

Additional Notes

This role is hands-on and highly visible. You’ll play a key role in representing the firm’s brand to internal and external stakeholders. A flexible schedule is required to support business needs, including early mornings, late evenings, and occasional weekend events.

Internal candidates only : The compensation outlined is applicable for candidates who fully meet the qualifications of the role based on their education and experience. If Forrest Solutions selects an internal candidate who does not meet all requirements, the position title, structure, and compensation may be adjusted accordingly.