Job Description:
We are seeking a highly organized and detail-oriented Office Coordinator to join our team. The ideal candidate will be responsible for managing conference and hospitality calendars, confirming reservations, coordinating internal resources, and ensuring timely room and beverage setups. This is a dynamic role requiring exceptional organizational skills, strong interpersonal abilities, and the capacity to handle multiple tasks efficiently.
Shift: 7:00 AM - 5:00 PM
Key Responsibilities:
- Manage conference/hospitality calendars, confirm reservations, and coordinate internal resources for room and beverage setups.
- Respond to a high volume of phone calls and emails with new meeting requests and special add-ons.
- Send initial confirmations and complete meeting request forms accurately.
- Identify and resolve booking conflicts quickly and suggest solutions.
- Monitor and respond to two Outlook mailboxes.
- Maintain positive relationships with meeting organizers and respond to inquiries promptly.
- Coordinate post-conference/debrief feedback sessions with meeting organizers and operations staff.
- Assist with conference room setups as necessary.
- Support various operations activities and perform other duties as assigned.
Requirements:
- HS Diploma or equivalent required; higher education preferred.
- Minimum of 2 years of experience in conference center planning within a corporate meetings/events or conference center environment.
- Proficient in Microsoft Word, Excel, Outlook, and MS Teams.
- Exceptional organizational skills with the ability to prioritize tasks and multitask efficiently.
- Adaptable to a dynamic environment with strong interpersonal skills.
- Excellent written, oral, and verbal customer service skills.
- Quick learner with the ability to acquire new skills rapidly.
- Flexible and able to juggle multiple, sometimes conflicting priorities.
- Strong initiative and ability to work independently with minimal supervision.
- Diplomatic in stressful situations and team-oriented, capable of building strong working relationships.
- Maintains confidentiality while handling highly sensitive materials.
- Punctual, dependable, and dedicated to operational excellence.
- Professional demeanor with a willingness to take ownership and responsibility.
- Able to walk, bend, kneel, stand, and/or sit for extended periods.
- Capable of lifting or moving 50lbs or more at times.
Job Types: Full-time, Contract
Pay: $20.00 - $22.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Office: 3 years (Required)
- Calendar management: 2 years (Required)
- conference room: 1 year (Preferred)
Ability to Commute:
- Chicago, IL 60606 (Required)
Work Location: In person