Conference and Business Operations Coordinator

Assists in managing events held in Brookings? conference facilities and provides administrative support to department.

Education/Experience Requirements

College degree or equivalent experience required; minimum 3 years relevant conference center and/or meeting planning experience required; customer service experience a must.

Knowledge Requirements

Detail oriented; ability to multi-task and respond quickly; customer service focused; adaptable to schedule changes and last minute requests; ability to perform required duties with minimal supervision; willingness to work occasional extra shifts; ability to deal with stressful situations in a calm manner; knowledge or familiarity with Scheduler Plus or other scheduling software; excellent organizational and communication skills; willingness to help move furniture, set up water, and clean rooms on occasion; familiarity with AV equipment; diplomacy and confidentiality essential.

Principal Duties and Responsibilities

25% Handles inquiries and room reservation requests:

* Responds to inquiries about Brookings? conference facilities * Makes recommendations to assist clients in determining the best options for their events * Advises clients about proper procedures regarding hosting events, both private and public * Recommends vendors for special requirements (foreign language translation, sign language interpreters, signage, pipe and drape, etc.) * Discusses room rental and AV fees with clients * Recommends other suitable venues if Brookings space is not available and provides general assistance as needed * Uses Conference Services reservation software system to check space availability, enter reservations, generate confirmations, provide estimated invoices, input AV and furnishing requests, maintain waiting lists, track inventory, etc.

35% Manages conference facility events:

* Ensures that rooms are set up as requested * Oversees conference facilities, AV and food service staff to ensure proper set-ups * Reports any maintenance issues and follows up through completion of issue * Ensures adequate supply of conference furnishings (flipcharts, markers, etc.) * Secures agenda and attendance lists and forwards to security officers and front desk personnel * Works closely with AV and ITS staff in arranging videoconferences * Makes several rounds of all meeting rooms to check on status of event and provide assistance throughout the day * Assists in supervising Conference Facilities staff and provides (backup)assistance to them when necessary * Coordinates furniture repairs and purchases with vendor

40% Administrative support:

Conference services

* Generates daily/weekly events schedules * Generates weekly/monthly invoices and distributes to clients * Generates monthly billing reports and transmits to Accounting * Maintains staff schedule * Processes check and credit card payments * Maintains Conference Services documentation and coordinates with webmaster for posting on the Intranet * Assists with orientation program/training sessions for new Brookings? employees

Parking management

* Manages allocation of parking for both cars and bicycles including determining eligibility; maintains waiting list, issues permits and transmitters, submits monthly billing to Controllers Office, deals with unauthorized parkers, maintains up-to-date records of types of cars, plate number, etc. * Establishes and maintains accounts at outside locations (1616 P Street, 1717 Mass Ave, 1800, Mass, 1776 Mass.); processes monthly billings and pays monthly invoices * Maintains an adequate supply of permits and transmitters; keeps accurate records of deposits for transmitters; processes credits for returned transmitters

On/off-boarding and security

* Prepares on-boarding materials for new staff and guests including security access cards, written emergency planning materials, emergency backpack, etc. * Collects materials handed out during on-boarding; charges for lost materials as required * Manages the C-Cure access system; checks holiday schedule for door security

Logo item management

* Oversees supply of logo items for sale in Bookstore; with inventory reports from Bookstore, maintains adequate quantity and variety of logo items * Manages annual logo item sale

We strongly encourage qualified women and minorities to apply.

(Only applicants meeting minimum qualifications for the position will be considered. No phone calls please.)

EOE M/F/H/V

Please refer to job code admin8109 when responding to this ad.

Category:	Biotech/Pharmaceutical
	> Operations
Location:	Washington, DC
County:	District Of Columbia County
ZIP Code:	20001
Pay Rate:	Open
Job Terms:	full time
Company:	Brookings Institution, The
Phone:	email only please
Fax:	email only please