Meeting & Events Coordinator

2 weeks ago

Vancouver, Canada CBRE Full time

Posted- 04-Jul-2023- Service line- GWS Segment- Role type- Full-time- Areas of Interest- Administrative, Customer Service- Location(s)- Vancouver - British Columbia - Canada- Hi, we’re HostWe believe your office should allow you to feel comfortable, productive and inspired in your working life. Because when people feel inspired, great things happen.As the heart of the workplace, you will help foster a sense of community by putting the well-being of others at the forefront. As you collaborate with colleagues to create a culture of support, you will have countless opportunities to inspire moments of delight and pursue amazing outcomes each day.With Host, you can join a team that elevates the office experience by delivering world-class services that make coming to work better than it’s ever been.
- **JOB SUMMARY**

The Meeting & Events Coordinator is at the forefront of delivering a positive meeting and events experience as a cultural ambassador and service leader.In this role, you would be the primary contact for event clients and responsible for ensuring that the logistics of events are run efficiently, meeting Host’s standards. You will prepare event spaces in advance, assist with vendor space access and ensure vendor safety and insurance requirements are met, support food and beverage service, provide attendee service such as greeting and providing wayfinding, and support event wrap up activities such as billing and clean-up.You may support meeting planning activities such as scheduling, providing room set configuration options, audio visual or décor options, or list of recommended food and beverage vendors.
- **DUTIES & RESPONSIBILITIES**

Assists with pre-event planning and coordination as assigned or directed. Ensure vendor safety and insurance requirements are met.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.Work closely with clients, vendors, and team members to ensure that all services are coordinated for guests including: arrival experience, transportation, signage, booths/displays, special needs requirements, printing, and event security.Maintain outlines of space configurations, decor possibilities, audio visual requirements and limitations for each event space, transportation options, and other event related event items as needed. May manage a small inventory of event supplies (i.e. furniture, linens, decor, audio visual items and etc.).Lead set up, refresh and removal of food, beverage and service items.Responsible for post-event reporting and reconciliation.May serve as primary point of contact for smaller meetings and events, and as support for larger and more complex meetings and events.May create event timelines as needed and engage with event stakeholders. Accountable for ensuring deadlines are met on time and with high quality.May work on setting up audio visual equipment including routine inspection & inventory control. This includes troubleshooting of basic audio visual issues.May coordinate master meeting and events calendar for a small to medium sized event space. Communicates events schedule with all required partners and service providers.Performs other duties as assigned.**QUALIFICATIONS**

HS Diploma or GED required.A minimum of 3+ years of prior work experience in event coordination, retail, restaurant, customer service or other hospitality experience preferred.Has a good understanding of project management, attention to detail, and ability to partner with various stakeholders.Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.Comfortable meeting and engaging with new people.Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.Utilize a high level of attention to detail as well as strong interpersonal skills.Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.Requires intermediate knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.Good organizational skills and high attention to detail. Must work well under pressure with multiple deadlines and demonstrate a proactive approach to routine and non-routine occurrences.-
Ability to work flexible work schedules based on business need.Ability to work requiring significant walking or through other means of mobilit

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