This role will support the administrative and internal processes of internal meetings and events, inclusive of furniture and equipment setups at the client's Santa Monica company headquarters, throughout multiple buildings. It is responsible for coordinating the logistics of an event including catering, entertainment, and setup/cleanup of the event.
ESSENTIAL DUTIES AND RESPONSIBILITIES
In conjunction with internal Events Team, support the internal communication and administrative life cycle of internal meetings and events
Manage campus-wide meeting and event space calendars
Respond to assigned meeting and event requests through the Internal Events Platform within the designated SLA (service level agreement)
Become an expert on all campus policies and event space capabilities; ensure all building and team procedures are adhered to, provide requestors with information on event space configurations and capacities, and
recommend the most effective setup for the type and size based on space availability
Set up and manage spaces on the day of or the day before, including: execution of appropriate room configuration,, communication with internal teams and vendors, and troubleshooting for the host, as needs arise
Partner with internal Events Team to collect and record employee and vendor feedback; identify opportunities for operational and service improvements
Maintain a working inventory of conference room furniture and equipment for meetings and events; conduct regular inspections to maintain functionality and aesthetic integrity of conference facilities and equipment
Collaborate with supervisor and Facilities Team to order new supplies and equipment as needed
Create, maintain, and update internal team documents, resources, and tools as required
Additional miscellaneous tasks and support, as needed
No formal supervisory responsibilities in this position.
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
HS Diploma or GED required and a minimum of 1 - 2 years of related work experience. Prior event coordination, customer service or other hospitality experience preferred.
CERTIFICATES and/or LICENSES
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.
Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Comfortable meeting and engaging with new people.
Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.. Ability to work in multiple software platforms and learn and retain technical software applications quickly.
Good organizational skills. Must work well under pressure with multiple deadlines, and demonstrate a proactive approach to routine and non-routine occurrences.
Ability to work flexible work schedules based on business need.
May need to be physically able to lift and move 30-40 boxes and operate a two-wheel dolly. Physical ability to assist with document services operations. Able to lift 50 lbs.
Strong problem-solving skills. Highly adaptable and flexible.
Ability to work independently with little supervision.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
1.Complete at a satisfactory level all required and assigned HSE training
2.Follow all activity policies and procedures, including all HSE related requirements at all times
3.Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.
4.Report any condition which you feel could result in an accident or injury and / or stop work if required
CB Richard Ellis