Conference Service Coordinator job Coral Gables Florida
Conference Service Coordinator job Coral Gables Florida
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Conference Service Coordinator Job

Employer Name: SpiderID: 8815961
Location: Coral Gables, Florida Date Posted: 7/18/2019
Wage: Negotiable Category: Education/Teaching/Training
Job Code: R100033592

Job Description:

The Conference Coordinator plans and executes conferences and workshops for the University and assumes responsibility for most aspects of the programs. The Conference Coordinator operates with the goal of ensuring that events proceed flawlessly as planned.

1. Handles all external customer inquiries regarding possible reservations

2. Prepares all records, including use agreement (contracts); completes and tracks forms; composes correspondence, including all information for customers confirming reservations and requesting additional materials as necessary; keeps records for each client and ensures the security of information following all applicable policies and laws

3. Receives and finalizes contracts and assists with the collection of event deposits and payments by University policy

4. Planning and oversight of events in Lakeside Village including scheduling by utilizing EMS software, schedule set-up staff as required, develop room diagrams, and conduct facility tours with clients or potential clients to showcase the venue and event space

5. Serves as the primary contact between client and University and private vendor to contract for goods and services outside of the department

6. Develop detailed plans for the specific needs of each client. When appropriate, makes reservations relating to housing, dining, meeting space, supplies, audiovisual equipment, office equipment, parking and transportation, UM Police Department, and others

7. Act as liaison with campus partners such as the Student Center Complex, Classroom Management, Dining Services, Wellness Center, etc. relative to EMS and room utilization

8. Provide direction and share expectations to Guest Experience Assistants and staff involved in the coordination of conference groups to identify and meet group needs before the group's arrival

9. Processes and records payments from external clients in alignment with University and PCI compliance policies.

10. Be present for group arrivals and departures as required

11. Work with Conference Services staff to ensure all group requests/requirements and complaints are responded to in a timely, effective manner throughout their stay on campus 12. Responds to client questions and resolves client concerns and problems promptly

13. Respond and assist with client group emergencies or disciplinary problems

14. Coordinate with operations staff to continuously improve services and facility environments

15. Meet with assigned group coordinators following group departure to evaluate group stay, needs, and services

Bachelor's Degree in relevant field required

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:
* Ability to communicate effectively in both oral and written form.
* Ability to handle difficult and stressful situations with professional composure.
* Ability to maintain effective interpersonal relationships.
* Ability to understand and follow instructions.

Job Criteria:
Start Date:
Position Type: Full-Time Permanent
Years of Experience Required:
Education Required:
Overnight Travel:
Vacation Time:

Contact Information:
Contact Name: University of Miami Health System Company Type:
Company: University of Miami Health System

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