Conference Coordinator Job Listing at Kelly Services in Raritan, NJ (Job ID US3594603_BH9939098)

Description

Conference Coordinator
Kelly Outsourcing Consulting Group has an opening for a Conference Coordinator for a long-term engagement at one of our Global medical device clients in Raritan NJ.  The role is eligible for medical benefits, paid time off including vacation (PTO), and holidays, 401K, and annual performance reviews. If you're passionate about bringing the latest scientific discoveries to life and are ready to take the next step in your career, trust The Experts at Hiring Experts


Location:

• Raritan NJ

Pay is $30-32 an hour
Schedule: Monday-Friday, 8AM-5PM + some rotating weekends


Summary:
Responsible for building and executing outstanding customer experience for all guests of the client institute by providing stakeholder support, operational oversite and scheduling of conference and lab space for the customer.

Responsibilities:

• Provide excellent customer service and support to a high volume of guests of the Institute.
• Schedule meeting and lab space requests for Institute locations, collaborate with Institute team members and maintain the site's event calendar
• Work with meeting planners, prof ed, sales training, internal and external stakeholders, etc. to coordinate all meeting lab logistics in support of a service excellence culture from registration to arrival to departure
• Think strategically, problem solve on the spot, manage multiple tasks while maintaining a positive attitude and outlook
• Utilize solutions-oriented thinking to resolve scheduling conflicts and accommodate special requests with external and internal stakeholders
• Coordinate event planning for external events with Heath Care Providers HCPs , large internal meetings
• Provide overall operational onsite support as the POC for meeting requesters and meeting planners
• Relationship owner for Facilities Management, Audio Visual, IT, Catering, Security Functions
• Partner with lab staff, AV staff, event planners, and requestors on a daily basis to accommodate specific needs or requests
• Take pride and be accountable for all conference and storage space within the Institute in our pursuit to provide the best customer experience for all stakeholders, guests and attendees
• On-site coordination, support and general oversite for all meeting/trainings/events at the institute redundant
• Process cancellations and/or rescheduled meetings/booking and notify requestor and support teams and all associated support teams
• Coordinate ordering of supplies, work with outside vendors, and uphold all aesthetic standards of the Institute environment
• Provide administrative support to create name badges, tent card and other meeting supplies upon request
• Manage, monitor, and follow-up on high volumes of emails in the JJI site mailboxes, Outlook calendars, Lab schedules, and Meeting Request Forms in Cvent Event Management System
• Process Facility Management FM work requests for room set-ups and understand individual events catering and AV requirements
• Assist in maintaining of data and metrics for all Institute events through accurate data entry, tracking of changes, conversations, requests in our scheduling system
• Support and adhere to all event policies and procedures ensuring they are in line with our company, government, and HCC Guidelines
• Know and follow policies and procedures related to work activities performed in area of responsibility
• Complete training in the area of responsibility within the allowed time period
• Training is required for changes in existing policies and procedures, for new assignments and for the implementation of new policies and procedures
• Complete required periodic re-training in areas such as safety and environmental compliance
• Follow all company safety policies and other safety precautions within work area
• Promote safety to all associates that enter work area
• Follow Health Care Compliance guidelines as well as follow operating room training and safety standards Bloodborne pathogens training, etc.

Minimum Experience:

• High School degree is required, bachelor's degree is preferred
• Minimum of two years of experience working in a business or hospitality environment is required
• Must have the ability to make decisions independently, seek guidance where appropriate, and implement policies and procedures that benefit the overall customer experience of the assigned site.
• Attention to detail
• Customer service oriented and service excellence driven
• Strong organizational, verbal, and written communication
• Patient and solution oriented
• Team player
• Must be organized, punctual and flexible. You will rotate covering weekends on your own and be able to work independently and make decisions.
• Strong time and prioritization management
• Experience with coordinating multiple projects at once and working with all levels of associates
• Comfortable working in a fast-paced environment
• Proficient in Microsoft office with a strong emphasis on Excel and Outlook
• Quick learner, tech savvy, understand and connect process flow,
• Work in multiple programs and systems
• Sense of urgency, quick thinker
• Resilient, flexible, and adaptable
• Ability to work overtime, evenings, and weekends, when necessary
• P#1

Email resumes to Jacqueline.Sayoc@KellyScientific.com
 

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

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