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Event Coordinator

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Our client is a large bank in Greenwich, Connecticut and they are looking for a Client and Event Coordinator to join their private banking team for a 12+ month contract with the potential to extend or go permanent. This Event Coordinator opportunity is 40 hours a week, health benefits and 401K offered.
 
Position Description 
The Client Center Coordinator will be responsible for two main functions within the Client Center: 
1. Oversight and management of front desk and maintenance of daily room bookings and events. 
2. Coordination with third party caterer and acting as the pantry attendant for all food and beverage needs. 

The ideal Event Coordinator should possess judgment and experience to successfully accomplish tasks with limited direct supervision. The individual will apply well-honed skills and adapt procedures, processes 
and techniques to the completion of assignments. The individual will receive instruction on new assignments under limited supervision. Other duties will include ordering kitchen, banquet & office supplies, maintaining the reception and kitchen areas, keeping accurate and timely records, coordinating meetings, reserving conference rooms for meetings, managing relationships with caterers, maintaining department schedules, creating requisitions for rental equipment, preparing invoice payment requests, retrieving incident reports, and gathering data for statistical reports. 

Front Desk/Meeting Coordinator Responsibilities: 
The primary responsibility for this job function is to serve as the main point of contact for scheduling and executing meetings as requested by our internal customers. The candidate will work closely with 
bankers of all levels and their administrative assistance to coordinate and manage meetings. 

Key responsibilities include: 
 Assisting, tending to, and anticipating guest's needs: 
 Guest check-in & greeting 
 Escorting guests/directing hosts 
 Room setup and maintenance inspections 
 Fulfillment of customer requests and inquiries 
 Update changes to security 
 Communicate special requests to catering 
 Communicate AV requests 
 Assist with taking reservations via e-mail and telephone and provide customer service to all users (including external guests and senior executives) 
 Oversee and manage the EMS reservation books 
 Assist on daily, weekly and monthly facility inspections 
 Assist in surveying client experience and proposing solutions based on feedback 
 Support events team on special events 
 Various administrative tasks such as: invoice processing, scheduling maintenance calls with vendors, and order kitchen, banquet and office supplies among others 
 Flexibility to work early mornings or late evenings as needed 
 Partner with events team to plan and execute events 
 Setting up rooms with appropriate service settings (breakfast, lunch, coffee & tea, etc.) 
 Replenishing all stationary beverage setups 
 Managing inventory of pantry items (china, glass, etc.) 
 Have working knowledge of culinary menu and beverage offerings 
 Understanding of food prep and health safety rules, regulations and best practices 
 Strong interpersonal, written, and oral communication skills 
 Ability to work independently as well as part of the team to ensure that the needs of the group are always met and that adequate coverage is provided 
 Strong Technical skills – hardware and software 
 Document/report/presentation preparation 
 Calendar management/document organization 
 Maintain department equipment (fax machines, copiers, printers, etc.) 

Event Coordinator Qualifications: 
 1-2 years of administrative/ hospitality/ food and beverage experience preferred 
 PR, meeting/event planning, or hospitality experience highly recommended 
 Excellent interpersonal and communication skills 
 Willingness to quickly learn about the stories behind artworks and archival objects installed at the Client Center 
 Skills include familiarity with widely-used software packages e.g. Word, Excel, and PowerPoint 
 Basic experience such as maintaining files and records, typing, proofreading, answering telephone, coordinating conference room assignments, confirming appointments and/or maintaining calendars 
 Ability to carry trays up to 25 pounds  
 Knowledge of safety and sanitation standards 
 Must be willing to work / accommodate a flexible schedule 
 Currently has, or working towards, food handling certification

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