Event&Space Coordinator

Rapport

Salary: $60,000/Yr-$75,000/Yr

Rapport is a specialized division of FLIK Hospitality Group focused on all aspects of guest and employee services, meeting and event planning and conference center management. Distinct from recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long‑term career development, allowing ambassadors to enjoy the comprehensive benefits of working directly with us.

Rapport invests in all of its ambassadors, allowing them to attain their career aspirations. It starts with a warm welcome to our business, followed by an individual training and development program. You’ll be encouraged to become the very best you can be throughout your career here, and will be provided with the skills to step into your next big role.

Becoming a Rapport ambassador means becoming part of a global community, collaborating with diverse talents, sharing ideas, and experiencing a workplace culture that extends beyond local boundaries. Your journey with us is more than just a job: it’s a meaningful career.

Events and Space Coordinator – is responsible for equally supporting the Central Region with High Profile Event Planning, working closely with the Firm’s executives and administrative staff to ensure the seamless planning and coordination of meeting and events, as well as supporting Event Management Systems, all Workplace Reservation related tickets, project management, and training as directed. This role will support the Chicago office with planning and executing all High Profile events, as well as remotely support the Central region managed, non‑managed, and multi‑site events communicating all necessary updates and changes to onsite contacts and monitoring where additional support may be needed.

• Serve as the secondary contact for Workplace Reservation projects as directed by Space Manager
• Manage and develop relationships with Workplace Reservations Support Teams, Ntrust, EMS, Nuvolo, and Agency contacts
• Manage the Workplace Reservation Service Now tickets and ensure all queries are responded to in a timely manner; elevate all service‑related matters to the onsite client.
• Prepare monthly reports and review key metrics around Meeting and Events
• Handling meeting room bookings, utilizing the reservation system (EMS) and focusing on the strategic assignment of meeting space so as to maximize utilization. Ensuring that the real‑time information for each reservation is updated on the reservation portal.
• Ability to effectively communicate with the onsite operations team to ensure Multi‑site Events, High Profile Events, and Events for non‑managed sites are correctly booked and onsite contacts are aware of coverage needs and day‑of support needs
• Effectively solve Meeting Space related issues to ensure minimal conflicts and use knowledge of sites and agencies to provide elevated support

• Assist with Event Management Systems EMS/Nuvolo troubleshooting and project management as directed
• Provide coverage for Space Manager during PTO/Sick time.
• Subject matter expert on Event Manager Systems EMS/Nuvolo and other Property Management Tools with administrator responsibilities
• Escalation point for Event Management Systems EMS/Nuvolo system outages and any issue that requires a ticket placed with EMS/Nuvolo
• Oversee and assist with integration of new team members by providing necessary EMS/Nuvolo training for their role
• Support non‑managed sites with Event Planning;
  Coordinating day‑of support with onsite contact
• Provide booking and Event Planning support for multi‑site events
• Pulling weekly reports to contact High Profile events and updating the High Profile Event Tracker for all managed sites as well as providing Event Planning support for both non‑managed sites and multi‑site events
• Coordinating a wide range of services for meetings, including Audio Visual requirements, catering, conference room set‑ups, signage, distribution of materials, etc. Liaise between client and vendor partners before, during, and post event with necessary updates.
• Executing events as support or lead as needed,…