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Conference Coordinator

4 months ago

Hamilton, Canada McMaster Innovation Park Full time

MIP also invests in our people, encourages their growth, and supports them in reaching their full potential. When our employees are at their best, they help move our entire organization forward - this is the heart of the MIP’s corporate philosophy. MIP values your work-life balance and the Conference & Catering Coordinator role is no exception. This will be a full time, Monday to Friday, daytime role that will require weekend coverage only when there are large events or catering requests, since the Conference Facility is designed to help support our corporate office/laboratory tenants at the park.

MIP has created an ecosystem that requires diversity to drive innovation and venture success. We don’t just accept difference
- we celebrate it, support it, and thrive on it for the benefit of our employees, the venture companies at the park, and our community. We are proud to be an equal opportunity employer that celebrates diversity and we are committed to creating an inclusive, discrimination free environment for all.

**JOB DESCRIPTION**:
The Conference & Catering Coordinator will assist in leading the day-to-day conference facility operations with an emphasis on revenue generation and guest satisfaction. As the liaison between MIP management and the client, this role will be responsible for ensuring customers have what they need for their events and will also maintain the audio visual (AV) requirements of the venue. To maintain customer satisfaction evening and weekend work may be required. This role will be involved in planning multiple events simultaneously and must balance several deadlines and the needs of various client groups to succeed.

As additional support for the Hospitality efforts at MIP the incumbent will assist with the catering efforts from the MIP Café for the Conference Facility. At all times this role will ensure operational compliance to Hamilton Public Health Food Safety Standards and the AGCO licensing requirements for the venue.

**Responsibilities and Accountabilities**:

- **Conference Facility Duties**:_
- Plan and organize detailed logistics for onsite events in conjunction with other departments and external partners.
- Coordinate booking requirements including rentals, catering and audio as required prior to event and on the event date, ensure the event runs smoothly for the client.
- Perform regular inspections of the conference facility to ensure all amenities are working properly.
- Oversee bookings, cancellation, and postponements:

- Handle conference/meeting room inquiries,
- Determine event participant counts,
- Book appropriately sized rooms,
- Maintain the conference contract, used for each transaction, and
- Send confirmations to clients.
- Resolve booking conflicts in a timely and accurate fashion.
- Ensure that meeting rooms are set up with requested amenities and AV devices.
- Knowledge of current meeting room technologies.
- Support for event set up as requested by the Manager or client and assist with dismantling the event equipment as required.
- Greet the participants and direct them to the meeting room when needed.
- Take a Diversity, Equity and Inclusion approach to the planning and execution of events ensuring various needs of participants are considered.
- Address any additional/previously unplanned needs of the client on the day of their event.
- Prepare final billing documents within 5 days of each event.
- Sending out thank you and survey correspondence.
- Follow up with accounts receivable calls if necessary.
- Monitor cleaning and general maintenance of the Conference Facility including equipment operation (i.e. coffee machines, supplies etc.).
- Coordinate with the Facilities team for client event parking requirements.
- **Catering Duties**:_
- Work to select the appropriate catering packages for different event sizes with the assistance of the Café Supervisor and the Conference & Hospitality Manager.
- Meet with Conference Facility clients to discuss their catering needs, develop their contracts, and follow up on invoicing with the accounting department.
- Set up catering displays in conference rooms as required.
- Monitor the event catering to ensure adequate food, beverage and supplementary items are available to the guests.
- Ensure meeting rooms are cleared of catering items and prepared for subsequent events.
- Ensure prompt delivery of food, beverage and catering equipment needs.
- Ensure that all tabletop items, such as linens, plates, cutlery, and glassware are clean and presentable.
- Properly set up the most effective flow for catering displays while considering input and requests of the client.
- Keep the catering supplier informed of any logístical issues, such timing of service and/or dietary restrictions.

**Additional Duties**:

- Maintain a high-level of professionalism and competence in all interactions with clients.
- Obtain client feedback and make appropriate changes for improvements.
- Invoice clients for any originally unpl