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JOB SUMMARY Management of a team of event coordinators within the campus environment. Responsible for scheduling a team of event coordinators to ensure that conference room and meeting spaces are setup according to the Service Level Agreement. Experience with and knowledge of modern A/V concepts and equipment, including excellent troubleshooting ability. Must possess excellent communication skills; tact in working with professional peers from other departments; initiative and judgment involved in assisting with clients during events in resolving problems and addressing issues; the ability to evaluate problems and make recommendations to person(s) involved; the ability to think quickly and accurately; be versed in all aspects of conference planning. A successful candidate will be a team player; have excellent communication and customer service skills; ability to prioritize and manage multiple projects; and the ability to handle last-minute changes in a fast-paced environment with a high volume of events. ESSENTIAL DUTIES AND RESPONSIBILITIES Management of events for the Multipurpose Rooms, General Floor Conference Rooms and all other meeting spaces. Manage the conference room equipment inventory to ensure that all tables, chairs, podiums etc. are in excellent condition at all times. Manage the setup of furniture, cleanliness of meeting spaces, assist with ordering catering and all other necessary tasks. Assist Operations Manager when necessary. Manage conference room calendar, daily email and phone requests. Be able to maximize space utilization. Meet with client on a regular basis to ensure them that all meeting events are being managed per the Service Level Agreement. Create and maintain meeting room setup standards that will be utilized by the event coordinators when setting up conference and meeting spaces. Required to perform meet and greets (checking in with clients) and ensure all aspects of the meeting (furniture, catering, audio visual and room cleanliness are in order, and follow through after meeting has concluded. Communicate last minute changes and requests to team. Lead site visits and provide detailed information about policies and services available. Manage event coordinator to ensure that they have the correct PPE and equipment to perform tasks Monitor personal email and group alias email with appropriate follow up with the 24 hours SLA. Provide guidance and be a resource for conference planning team and other vendors on site. Arrange for outside rentals as needed for all levels of service as requested. Provide seamless management of events with high touch customer service. Handle issues as they arise through the proper administrative channels. Follow protocol during emergency situations. Work with all departments and vendors to ensure all aspects of each function are covered. Stay informed with industry standards and share information with conference planning team members and customers. Be well versed with the client policies and procedures and provide excellent customer service while adhering to those policies. Maintain clean and safe work environment; performs job safely. Other duties as assigned by Operations Manager. Prepares monthly reports to summarize service and conference room and meeting space utilization for management team. Analyzes cost/benefits and market trends as basis for program recommendations. Create and provide budget forecast and reconciliation. Performs other duties as assigned. DOCUMENT NAME: 123010 - Events Manager AUTHOR NAME/E-MAIL ADDRESS: mailto: email@example.com This is an official CBRE Human Resources Document and is intended for internal distribution to company employees only. Any external use or distribution of this document is prohibited without the express approval of the Human Resources Department. This job description has been designed to indicate the general nature and level of work performed by employees in this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. REVISION DATE: MARCH 9, 2012 Page 1 SUPERVISORY RESPONSIBILITIES Provides formal supervision to individual employees within single functional or operational area. Recommends staff recruitment, selection, promotion, advancement, corrective action and termination. Plans and monitors appropriate staffing levels and utilization of labor, including overtime. Prepares and delivers performance appraisal for staff. Mentors and coaches team members to further develop competencies. Leads by example and models behaviors that are consistent with the company's values.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and EXPERIENCE Bachelor’s Degree preferred. Two - Three - years of previous experience in event/meeting planning experience. CMP preferred. Two – Three – years’ experience with and knowledge of modern A/V concepts and equipment, including excellent troubleshooting ability. Experience with Laptops, Projectors, Microphones, and remote participation technology (IE: audio and video conferencing) is required. COMMUNICATION SKILLS Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to continually evaluate situations and re-prioritize accordingly. Ability to work in independent situations and as a team situation. Strong organizational, communication (written and verbal), interpersonal and multi-tasking skills. FINANCIAL KNOWLEDGE Requires intermediate knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages and discounts. Prepares and manages project budgets. REASONING ABILITY Ability to comprehend, analyze, and interpret complex documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills. OTHER SKILLS and/or ABILITIES Proficiency in Microsoft Software Programs including Outlook, Excel, Word, Visio; experience with the industry reservation tool; ability to type 60 wpm; excellent customers service skills. SCOPE OF RESPONSIBILITY Decisions made with thorough understanding of procedures, company policies, and business practices to achieve general results and deadlines. Responsible for setting work unit and/or project deadlines. Errors in judgment may cause short-term impact to department.
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