Conference Coordinator

Conference Coordinator 2024
**Reporting to**: Club Manager
**Hours**: 40 Hours Per Week (flexible)
**Salary**: $50 - $58 K
Who We Are
KWENCH is a one-stop multi-service work and culture club providing individuals and businesses with office space, fitness facilities, creative space, learning opportunities, events, community, and food under one roof.
Our Mission
At KWENCH, we exist to support our members in living happy and engaged lives. We do this by valuing knowledge, wellness, experiences, novelty, curiosity & connection.
The Role
The Conference Coordinator is responsible for planning and coordinating all booking inquiries and leads.
This role is split between administrative tasks, phone communication, and in-person interactions. The administrative side requires strong written communication skills for crafting proposals, managing schedules, and ensuring smooth logistics. Phone communication involves handling inquiries, building rapport with clients, and providing prompt and accurate information. In-person responsibilities include meeting with clients, conducting site tours, and executing events precisely and enthusiastically.
Main Duties
**Sales & Client Outreach**:

- Actively contact prospective & past clients, promoting KWENCH’s boardroom and event services.
- Work with the branding and marketing team to ensure all promotional materials are up-to-date and aligned with our sales goals.
- Upsell clients on additional offerings, such as food and beverage services, to maximise revenue and the client's seamless experience
- Run biannual campaigns aimed at increasing event bookings and attracting new clients.
- Manage all bookings for the Club, Experience Room, Neighbourly, and photography shoots.

**Event Planning & Coordination**:

- Manage all aspects of event-related payments, including processing deposits, coordinating rental fees, and handling refunds.
- Prepare all event details and logistics, including Banquet Event Orders (BEO), signage, and client communications, for the Experience & Culture Coordinator or Member Service team to execute.
- Coordinate event specifics with clients, ensuring their vision and expectations are met.

**Problem-Solving & Conflict Resolution**:

- Anticipate and troubleshoot potential challenges during the planning phase to avoid complications for the event team.
- Serve as a point of contact for any client issues during the planning process, ensuring a positive experience and maintaining client satisfaction.

**Client Relationship Management**:

- Build and maintain long-term client relationships, ensuring repeat business and positive referrals.
- Solicit client feedback post-event to improve future bookings and enhance client satisfaction.
- Develop loyalty or incentive programs to encourage repeat bookings and deepen client relationships.

**Revenue & Growth**:

- Upsell clients on all event offerings, including food and beverage services, to maximise event revenue.
- Understand and aim to meet or exceed revenue goals of 25+K a month, contributing to KWENCH’s growth and financial success.

**Reporting & Metrics Tracking**:

- Track and report on key sales metrics, including conversion rates, inquiries versus bookings, and event revenue.
- Use data to continuously refine sales strategies and outreach campaigns, ensuring maximum impact.

**Market Research & Lead Generation**:

- Conduct research to identify new opportunities and potential clients in relevant industries, organisations, and communities.
- Maintain a database of prospective clients and ensure follow-up communication is timely and effective.
- Stay informed about trends and competitors in the coworking and event space industry to refine outreach strategies and develop a competitive edge.

**Member Service Assistance**:

- Ensure proper closing of the club on scheduled dates.
- Cover the front desk for the MS team when scheduled or requested.

What We Look For
- 2+ years of event programming and customer service experience in a fast-paced environment
- Serving It Right Certification
- Personable and a genuine people person
- Self-starter, able to take initiative and work independently
- Ability to adapt to a fast-moving environment where responsibility and deliverables may change
- Proficient in Google Suites
- Software savvy (experience with Tripleseat a bonus)

Perks & Benefits
KWENCH is dedicated to hiring people who want to pursue their passion and explore their talents. We provide our staff with a supportive and safe work environment.
- Health and dental plan
- Wellness Days
- A socially responsible and inclusive culture
- Locally & Female owned and operated
- Inspiration: With one of the most dynamic, creative and diverse communities, KWENCH serves as both a muse and a catalyst for growth and impact.
- A certified B Corps company that meets high standards of social and environmental performance, transparency, and accountability