Meeting Coordinator Jobs

Meeting Coordinator

MarketSource Inc., an Allegis Group Company, develops and delivers innovative managed sales solutions for enterprise customers. MarketSource provides the unique skills and expertise to integrate brand-centric managed sales programs in the Automotive, Information Technology, Telecommunications, and Manufacturing industries in Business-to-Business (B2B) and Retail models.

Founded in 1975, MarketSource, Inc. became a subsidiary of Allegis Group, Inc. in 2004. Our Company’s culture centers on our core values: Open Communication, Relationships, Serving Others, and Work Ethic. MarketSource clients rely on the innovative managed sales solutions that our vertical-specific, subject matter experts develop and deliver. Our team members thrive in a welcoming atmosphere of diversity, inclusion, and exemplary corporate practices.

Summary:

The Meeting Coordinator is responsible for managing client and internal meeting logistics, setting up conference room, ordering lunches for client meetings/trainings and internal all-day meetings/trainings, clean-up and restocking. Ensuring accuracy for monthly submittals to accounting department for reconciliation, attend weekly administrative meetings in preparation for client/internal meeting requests, entering meeting requests, and working closely with the Executive Assistant regarding specific meeting requests.

Essential Job Functions:

· Follow meeting/training guidelines and processes put in place by management

· Ensure meeting room coffee stations are stocked and refreshed as needed

· Set up conference room at least 30 minutes before the start of meeting with coffee, snack basket and drink cooler

· Assist the Executive Assistant, Office Coordinator, and Event Planner with special projects.

· Utilize Excel to maintain both Client Meeting Vendor and Client Meeting Requests spreadsheets in Excel

· Order lunch from various caterers, setup and clean after meetings

· Document the receipt stating the client or internal employee requesting the lunch, showing the number of people, price per person, total costs and the program cost center.

· Maintain the inventory of snacks, waters and drinks in the Experience Center storage room and the Relationships storage room for all conference rooms

· Provide supply order to the Receptionist on Mondays for deliveries on Wednesday

Required Knowledge, Skills and Abilities:

• Ability to reach individual and team objectives
• Ability to manage multiple requests and daily tasks
• Ability to work well in a team environment

Job Requirements:

• Excellent written and verbal communication skills.
• 1-3 years prior experience with meeting coordination or administrative experience
• Five (5) in-office workdays per week, 7:00 am to 4:00 pm w/ an hour for lunch
• Must be proficient in Microsoft Office – specifically Outlook, PowerPoint, Excel, and Word
• Must be flexible, organized, resourceful and detail oriented.
• High School Diploma or equivalent (GED) required