Conference Room Coordinator - IST Management Services

We are seeking candidates with 1+ year of experience in office services and/or hospitality services to join our team in White Plains NY! Ideal candidates will be ready to grow their career in facilities and office services, and to take advantage of internal opportunities at IST Management for training and development toward advancement into management roles. This position will be responsible for fostering a professional and pleasant working environment by providing excellent customer service in the fields of general office services and facilities maintenance and coordination. 

Benefits Include: Medical, Dental, Vision, STD, LTD, Life, 401k, Paid Time Off, and Bonus Incentives!

Hourly Compensation: $20.00-$21.00/hr USD

Hours: 8am to 5pm

Who We Are

IST Management is a business process outsourcing company. We have over 1,800 employees and have been in business for over 23 years, with operations in over 50 cities across the U.S. We provide Facilities and Office Services Management, e-Discovery services including processing, hosting, court reporting, collections and forensics, managed review, and managed services. We also provide direct hire recruiting services as well as corporate hospitality and event planning.

IST Management is one of the fastest-growing e-Discovery and facilities management companies in the U.S. We’ve been honored as one of the Nation’s Best & Brightest Companies to Work For, awarded the HR Professional Excellence Award from the Society for Human Resource Management, and we’ve made the INC 5000 list. We’re a proud partner of the Military Spouse Employment Partnership through our nation’s Department of Defense, and have committed to Hiring Our Heroes mission to hire 100,000 active and former service members.

We’re a privately held American company still under the leadership of our original founder, President & CEO Hal Blackman. We pride ourselves on commitment to excellence for our clients, the passion we put into our work each day, and upward mobility for our talented front line employees.

You can check out istmanagement.com for more info on us!

The Conference Services Coordinator ensures the seamless planning and coordination of meetings, conferences and other events booked within Conference Services. Coordination consists of moderating virtual meetings and on-site meetings.

• Superior verbal and written communication skills; Speaks with confidence, able to professional articulate instructions to client base
• Familiarity of virtual platforms like Zoom and Teams; Understands in-room Audio Visual (Crestron programming, Polycom, microphones)

• Handle meeting room & virtual bookings, using the reservation system and focusing on the strategic assignment of meeting space to maximize utilization

• Provide meeting room technical expertise to current infrastructure and update as products and technologies evolve

• Respond to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings; Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the status of the meeting, accuracy of participant counts, the need for special equipment

• Communicate with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely fashion; Quickly identify booking conflicts or potential booking conflicts and suggest solutions

• Manage all post conference/debrief sessions with client and relevant members of the operation staff to obtain first-hand comments on certain complex, critical and/or large-scale events; Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings

• Communicate all relevant internal departments and subcontractors the specific needs of the client, both in advance and during the meeting

• Conduct center/room inspections to ensure pristine condition and escalate maintenance issues; Assist in stocking on-site conference rooms with office supplies (pads, pens, pencils, staplers, tape, etc.).

   

Ideal candidates have the ability to confidently interact with clients and visitors, possess excellent communication abilities, and are ready to grow in their professional career. Previous experience in a hospitality role is a huge plus! Other qualifications include:

• Prior Corporate or Hotel Experience a plus!
• Microsoft Office proficiency required
• High School Diploma or GED required; authorization to work for any employer in the US required 
• Excellent communication skills both verbal and written
• Ability to effectively work individually or in a team environment; willingness to cross-train for other job functions
• Ability to meet employer's attendance policy
• Ability to lift up to 50 lbs on occasion 

IST Management provides reasonable accommodations to individuals with a disability in accordance with applicable law in both the application and employment stages. If you require any accommodation in completing your application for employment, please let us know by informing our Talent Acquisition team. Contact information here: https://www.istmanagement.com/talent-acquisition-team

Please respect individuals reaching out for accommodations by utilizing the contact information only for this purpose. You will receive correspondence directly from your local IST Management hiring team regarding your application submission and status after submission.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.