Conference Coordinator Job Description

Conference Coordinator Job Description

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Conference coordinator provides general clerical administrative assistance by preparing documents and spreadsheets, handling office supplies and working with office equipment.

Conference Coordinator Duties & Responsibilities

To write an effective conference coordinator job description, begin by listing detailed duties, responsibilities and expectations. We have included conference coordinator job description templates that you can modify and use.

Sample responsibilities for this position include:

Responsible for maintaining the American Express Charge log with regard to all charges incurred within the Distributor Conference Support Team
Creates Survey Monkey Conference debriefs as directed by Manager
Previous experience with conference suite management
Conducts routine inspections of all conference/meeting rooms to ensure that equipment is operational
Arranges for conference facilities, meals, lodging, and recording and reproduction needs and media equipment
Coordination of on-site staff regarding hotels, convention centers, vendors and conference attendees
Create Banquet Event Order’s for events, make changes and distribute
Post revenue from catered events in Maestro
Book small outside events as needed
Ensure that participants are connected into their conference call

Conference Coordinator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Conference Coordinator

List any licenses or certifications required by the position: GOLD, CMP, CPR, CTR

Education for Conference Coordinator

Typically a job would require a certain level of education.

Employers hiring for the conference coordinator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Hospitality, Education, Business, Business/Administration, Event Management, Management, Hotel and Restaurant Management, Communication, Associates, Marketing

Skills for Conference Coordinator

Desired skills for conference coordinator include:

Specific functional area to conduct
Excel
Microsoft Office suite and other online documents
ACCME and AMA accreditation requirements
Computer keyboard and mouse
Word
Automated registration system
Conference
Events
General office practices and procedures

Desired experience for conference coordinator includes:

Processes Check Requests, follows-up on payment status, communicates completion to Sales via email and then indicates completion on Execution Tracker database
Further engages Channel Marketing, Meeting and Planning the warehouse in order to set expectations, minimize delays and ensure accuracy
Utilize databases and other resources such as LinkedIn to research and “scrub” lists for accuracy
Requires PC literacy with at least a year of experience using a variety of software packages, including Microsoft Office suite including competency with
Be comfortable doing event setup of furniture, such as table and chairs
Proven hands-on work experience in receptionist role

Conference Coordinator Examples

1

Conference Coordinator Job Description

Job Description Example
Our company is looking for a conference coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference coordinator
  • Liaise with the Hotel Staff to include, DOCCS, Conference Services Managers, Catering Managers, Group Sales Managers, Banquet Department and Group Coordinators, to plan special requests for clients and special events
  • Provides feedback with all the Events to the Banquet Ops team and Director of Events
  • Assists customers in planning conference details, including dates, length of stay, locations, registration, physical facilities and equipment, food service, external tours and recreational events, and related arrangements
  • Hire, train, and supervise volunteers and support staff required for events
  • Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress
  • Manage and maintain summer conference key cards, verify cards are programed, tested, and ready prior to first guest
  • To be the primary contact for all delegates attending events, assisting with their requirements
  • Maintain up-to-date records of all events and conferences
  • Schedule and conduct planning meetings with clients as necessary to develop and communicate understanding and expectations of all conference/event arrangements
  • Knowledge of planning and coordination process for multiple types of events
Qualifications for conference coordinator
  • An ability to confidently interact with people across all levels of our business and external clients/ visitors
  • An ability to solve problems
  • Gained experience in a retail environment
  • Highly organised, and possess exceptional planning and time management skills
  • Be comfortable on your feet making decisions
  • Verifies accuracy of equipment inventory and updates as necessary
2

Conference Coordinator Job Description

Job Description Example
Our company is searching for experienced candidates for the position of conference coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference coordinator
  • Ensure that participants are connected into their conference call while accurately obtaining participants list information
  • Provide configuration oversight and manage the utilization of the StarRez conference module, including developing processes, providing user training, and ensuring effective, consistent utilization
  • Recruit, hire, train, supervise, and evaluate a team of Summer Conference Assistants in order to allow for high quality on-site service delivery
  • Facilitate regular Conference Coordinator, Facilities Management, and Third Party partner team meetings
  • Provide mentorship to student staff to ensure that we are offering a high quality conference product for every client
  • Welcomes guests and provides a high standard of conference service
  • Helps increase the conference revenue through his/her sales efforts"
  • Assist with providing pricing and preparing contracts for meetings and events
  • Coordinates all events to ensure customer satisfaction
  • Receives contacts from individuals and groups interested in scheduling conference activities at the designated facility
Qualifications for conference coordinator
  • High school diploma or general education degree (GED) and a minimum of one to two years of related experience and/or training
  • Must have the ability to comprehend, interpret and write instructions, short correspondence, and memos and ask clarifying questions to ensure understanding
  • Must have the ability to solve problems involving several options in situations
  • Bachelor’s degree from an accredited college or university and two years related experience
  • Sets up on-line training registration and all related information
  • Arranges for copyright and duplicating services for handout materials including Power Points, handouts, articles, evaluations, and Certificates of Attendance
3

Conference Coordinator Job Description

Job Description Example
Our company is growing rapidly and is looking for a conference coordinator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for conference coordinator
  • Assists in the development of strategic marketing plans and enhancing information systems, service standards, cost controls and pricing policies in order to optimize overall conference business, service and customer satisfaction
  • Coordinates with Housing & Dining Services conference accountant in all financial activities to ensure that proper procedures are followed
  • Knowledge and ability to accurately prepare individual conference budgets in a timely fashion
  • Knowledge of the appropriate questions to ask in guiding client through the conference planning process
  • Ability to gather information about conference services desired, research and determine appropriate expenses associated with services, prepare a budget document reflecting these expenses or extrapolating as necessary
  • Coordinate the marketing strategy for each conference, including the development of the brochure
  • Assist Conference Event Manager with inputting rooming lists, setting up billing patterns for groups, building and monitoring Stargroups and call in blocks
  • Processing of all business lunch invoices handled by conference services for delivery to accounts payable
  • Co-ordination and management of the Roundtable Conference on theme – hearing voices of minority and marginalized women in Delhi on 1 August 2017
  • Assist in drafting of Concept note(s), Agenda and Invitation letters for the roundtable conference- to recommend improvements on topics, and articulation of the same
Qualifications for conference coordinator
  • Series 6 and/or 63 license preferred
  • Assists in the development of training budgets and maintain expenditure records
  • One (1) year recent experience working in customer service or administrative support is desirable
  • Shall possess TS/SCI with poly
  • True people person
  • Create contracts and send to clients
4

Conference Coordinator Job Description

Job Description Example
Our company is looking for a conference coordinator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for conference coordinator
  • Preparing of participant list for each conference
  • Co-ordinate necessary internal and external communication with regard to the conference(s)
  • Post-Conference management - follow up with participants, requesting for feedback/ ensuring timely reimbursements (if any) and payments due to participants and vendors
  • Conference Documentation and Rapporteuring
  • Experience of organising conference (5 points)
  • Escalate complex booking issues to Conference Center Manager for immediate resolutions
  • Perform a meet and greet with the host/end user once they arrive in the conference room
  • Provide support and assistance to employees to maintain the functionality and effectiveness of conference room spaces
  • Respond to “Planon” software reports for Conference Room setup and operations times
  • Assist with AV setup and technical support for large, all-company and departmental meetings, and other employee events
Qualifications for conference coordinator
  • Post payments and deposits to accounts (Delphi FDC and Maestro)
  • Call clients for contract return, purchase orders, guarantee numbers
  • Create sales kits
  • Handle Accounts Receivable for office
  • Solve invoice issues
  • Conduct site tours as needed
5

Conference Coordinator Job Description

Job Description Example
Our growing company is looking to fill the role of conference coordinator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference coordinator
  • Troubleshoot issues and perform routine maintenance pertaining to conference room equipment including projectors, televisions, display connections, touchscreens, escalate and/or complete service requests as necessary
  • Contribute to keeping the conference rooms clean and organized at all times
  • Create Customized menus, drink tickets, coupons
  • Building and maintaining successful relationships with all internal and external customers
  • Provide effective and consistent client contact while demonstrating conferencing proficiency
  • Maintain a professional representation of the company while providing excellent customer service
  • Confer with others about financial matters
  • Arrange the availability of audio-visual equipment, transportation, displays, and other event needs, and develop programs, agendas, budgets, and services
  • Performs administrative tasks for daily office functioning when the Catering Administrative Assistant is away from the office
  • Sort resort and interdepartmental mail and deliver to designated stops
Qualifications for conference coordinator
  • Operational experience in a hotel/banquet setting required
  • Demonstrated experience in customer service and meeting or event planning experience is required
  • Familiarity with basic Information Technology/AV protocol and terminology
  • Ability to listen and take direction to manage multiple tasks
  • Ability to collaborate and establish strong relationships with all levels of the organization
  • Must be able to work independently, have ability to prioritize and be a team player

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