Conference Services Coordinator

Job Title Conference Services Coordinator

Job Description Summary The Conference Services Coordinator is a key member of the Cushman & Wakefield onsite account team for the client. This individual is responsible for supporting the daily operations of a dedicated conference center at a client’s site. This includes supporting meeting hosts in all aspects of meeting planning and execution, including scheduling, addressing questions, troubleshooting issues, and ensuring that spaces are work- and people-ready.

The Conference Services Coordinator collaborates regularly with the onsite team to provide a seamless experience for employees while at the office.

We are looking for a highly collaborative self-starter who enjoys solving problems, has fantastic communication skills, is highly organized, and can bring an elevated customer experience to employees and visitors.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Act as a steward of the client’s organization, ensuring meeting hosts and attendees feel welcome, supported, and professionally assisted.

Coordinate all incoming meeting requests, including confirming room availability and gathering meeting details such as amenities, catering, audiovisual needs, room configuration, and special requests.

Proactively make recommendations based on user needs and meeting requirements.

Coordinate with internal partners and service lines (Janitorial, Facilities Management, AV, Catering, and Reception) to ensure all aspects of meetings and events are addressed.

Maintain strong knowledge of all meeting rooms, configuration options, technology, and available amenities.

Provide hands‑on assurance that rooms are meeting‑ready, supplies are stocked, catering is fulfilled, audiovisual equipment is operational, and spaces are configured per request.

Maintain strong knowledge of the overall site and provide brief space orientations so hosts feel comfortable and supported.

Act as the first line of response for user questions, providing hands‑on troubleshooting support and follow‑up as needed.

Offer way finding assistance by directing attendees to meeting rooms.

Execute general administrative support to ensure end‑to‑end accountability and a seamless conference center experience.

INSPECTIONS & READINESS CHECKSConduct daily inspections of conference and meeting rooms and support areas to ensure client‑facing standards are met.

Serve as the “eyes and ears” of the conference center by proactively submitting work orders for repairs, maintenance needs, and broken or missing furniture before end users are impacted.

Follow established escalation protocols and maintain knowledge of cross‑functional team responsibilities.

Support offsite special events as needed by coordinating and executing event logistics in partnership with the client team.

SYSTEMS & TECHNOLOGY PROFICIENCYUtilize Microsoft 365 tools daily, including Outlook (email and calendar), Word, Excel, and PowerPoint.

Use Accruent EMS as the primary reservation system to enter, update, and manage meeting and event details in real time.

Maintain shared documentation using Teams and SharePoint, ensuring consistent templates and client‑facing standards.

SCHEDULE / AVAILABILITYTypical shifts are 7:00 a.m. – 4:00 p.m. or 8:00 a.m. – 5:00 p.m., based on business needs and event schedules.

Flexibility is required to support occasional meetings and events occurring between 6:00 a.m. and 10:00 p.m., including early mornings or evenings as needed.

Weekend coverage may be required based on scheduled events and business needs.

KEY COMPETENCIES Communication – Comfortable engaging with executive‑level clients and individuals at all organizational levels.

Intelligence (EQ) – Demonstrates empathy, professionalism, and strong interpersonal awareness.

Organization – Detail‑oriented self‑starter with exceptional organizational and time‑management skills.

Proactivity – Maintains a “can‑do” mindset with the ability to act effectively with Character – Demonstrates integrity, accountability, self‑awareness, and strong business acumen.

Professionalism – Projects an approachable, polished, and professional image in appearance and demeanor.

Resilience – Ability to…