Floor Coordinator

Job Description Conference Floor Coordinator / Senior Field Representative, Facilities

Schedule:

Monday to Friday, 8am-5pm ET, with occasional evenings and weekends required.

The Coordinator, Conference Floor is responsible for coordinating Conference Floor activities at the client site. This is a highly visible role and acts as the main point of contact for the Floor, which is the primary destination for hosting clients and visitors. The Coordinator, Conference Floor is responsible for maintaining service standards for the Floor in terms of client service, capacity management and optimization, hospitality, logistics, AV set‑up and other areas that support client and internal meetings and events, under the direction of the Manager, Conference Operations.

• Supports meetings, event service and third party events as client primary contact on the Conference Floor, working in collaboration with Boardroom Bookings, Reception, Facilities, Audio Visual, Catering, and Events.
• Coordinates with the Events team or external clients on an occasional basis for meeting and event planning, completes room set up and breakdown within Firm standards and in a timely manner, checks resource requirements, and ensures that client expectations are met for catering, AV and premises requests.
• Restocks boardroom inventory on the Conference Floor and Practice Floors.
• Walks the Conference Floor regularly ensuring adherence to client standards.
• Tracks the daily and weekly meeting and events pipeline for the Floor including coordination of space usage, capacity management, and hospitality and AV logistics, and liaises closely with Boardroom Bookings on the planning, scheduling, trouble‑shooting and risk management for all meetings and events.
• Provides Boardroom Booking, events, usage and tracking reports.
• Assists where appropriate with audio visual and staging solutions, room configurations and Catering set up as required working closely with the Manager, Conference Operations and business lead (Events or other).
• Provides tours of the Conference Floor to internal and external parties, explains the space including capacities, configurations and limitations.
• Communicates all boardroom changes in real time with Facilities, Catering, and AV technicians and makes adjustments according to meeting and operational requirements.
• Suggests solutions to scheduling conflicts for meetings on the Conference Floor as well as Practice Floors and is responsive to customer complaints when they arise.
• Troubleshoots service related issues on the Floor including AV, Catering, and Facilities issues. Works with the respective business lead to resolve the issue.
• Works collaboratively with members of Catering, Audio Visual, Facilities, Events, and Reception & Boardroom Bookings to support the needs of internal and external individuals and groups planning a meeting or event on the Conference Floor.
• Adheres to service standards for the Conference Floor. Lives and breathes the service standards and inspires co‑workers to do so.
• Regularly liaises with Firm members regarding meeting and event service needs, maintains service presence during internal meetings and events.
• Carries out any other responsibilities that may be assigned by the Manager, Conference Operations, including providing support to the conference operations team as required.

• A college diploma in hospitality, marketing, business, communications, or event management is an asset.
• Minimum of 3 to 4 years of experience working in a similar role in a corporate environment.

• Energetic and passionate about client service and service standards related to meetings and events.
• Strong verbal and written communication skills and superior interpersonal skills including ability to handle sensitive situations; organizational and time management skills.
• Independent self‑starter, ability to work in a high pressure environment with multiple, concurrent deadlines as part of a fast‑paced team.
• Good judgment, decision making and problem solving skills.
• Proficient with technology, including MS Office, Rendezvous or other similar MRM platform.
• Exceptional eye for detail and quality control.
• Abi…