EVENT & SPACE COORDINATOR

Rapport

Salary: XXX

Other Forms of Compensation: 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.

Job Summary 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.

REQUIREMENT:

Core Functions — Events & Space Coordinator

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; escalate 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

Long Description

RESPONSIBLITIES:

Assist with Event Management Systems EMS/Nuvolo trouble shooting 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, including set-yp and tear down of meeting space, catering, etc.
Producing Event Resumes in order to document events and share detailed information with all involved departments, as well as hosting Pre-Cons and Post-Cons with clients and onsite team to ensure everyone is set up for success.
Obtaining correct approval and billing information for all expense related activity to include; food and beverage, equipment rentals, etc. Monitoring the accuracy of any such charges and keeping to the client’s budget.
Managing survey’s post meeting and working with leadership team on future solutions and improvements.
Checking that meeting rooms are set-up correctly, with the proper equipment and amenities, prior to the start of the meetings. Greeting the host upon his or her arrival to the meeting room and ascertaining any new requests.
Ability to life 30-50 lbs, as needed
Responding to phone calls and emails with new meeting requests and special “add-on” information for existing meetings.
Providing lunchtime and other short-term coverage for members of the Office services staff.
Consistently develop and bring ideas which enhance the meeting experience that can be applied at all locations.
Conducting opening and closing walkthroughs and sending appropriate reports. During the conference room walkthroughs, if any discrepancies are noticed, please ensure they are addressed and reported through the appropriate service ticket.
Effectively solve space or amenities related issues to ensure an elevated user experience.
Other duties as required.

Apply to Rapport today! Rapport is a specialized division of FLIK Hospitality Group and a member of Compass Group USA Click here to Learn More about the Compass Story Compass Group is an equal opportunity employer. At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law. Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation. Disclaimer: this job post is not necessarily an exhaustive list of all essential responsibilities, skills, tasks, or requirements associated with this position. While this is intended to be an accurate reflection of the position posted, the Company reserves the right to modify or change the essential functions of the job based on business necessity. We will consider for employment all qualified applicants, including those with a criminal history (including relevant driving history), in a manner consistent with all applicable federal, state, and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York Fair Chance Act. Applications are accepted on an ongoing basis.

Rapport maintains a drug-free workplace.

Associates In Rapport Are Offered Many Fantastic Benefits.

Medical
Dental
Vision
Life Insurance/ AD
Disability Insurance
Retirement Plan
Paid Time Off
Holiday Time Off (varies by site/state)
Associate Shopping Program
Health and Wellness Programs
Discount Marketplace
Identity Theft Protection
Pet Insurance
Commuter Benefits
Employee Assistance Program
Flexible Spending Accounts (FSAs)
Paid Parental Leave
Personal Leave

Associates may also be eligible for paid and/or unpaid time off benefits in accordance with applicable federal, state, and local laws. For positions in Washington State, Maryland, or to be performed Remotely, click here or copy/paste the link below for paid time off benefits information.

https://www.compass-usa.com/wp-content/uploads/2023/08/2023_WageTransparency_FlikHospitality.pdf

Req ID: 1504488

Rapport a specialized division of FLIK Hospitality Group

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