Jobs for People with MS: National MS Society

Event Coordinator

Job ID

177682

Posted

26-Jul-2024

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Administrative

Location(s)

Bucharest '- Bucuresti - Romania

Role Purpose: The event planner/ coordinator is responsible for room scheduling and will assist the client’s internal department with facilitation and support of all site events in Bucharest. This person needs to be highly organized and detail oriented.

Core Responsibilities: Event Planner/ Coordinator

Qualities and Personal Attributes: Essential (unless noted as Desirable)

-Ownership of office conference rooms reservations for all client Managed CR’s/ spaces under Facilities scope and responsibility. First POC for all site requests regarding Managed CR’s booking. Create Outlook Reservations for both Business Events and Facilities Events.

-Full ownership for Facilities Internal Events - plan, design, and facilitate all aspects of department events in accordance with client’s program & standards. Manage provided events budgets, evaluate the event’s success and submit reports. ( Facilities Events)

-Manage Client Site Event Forms and coordinate with Bussiness Event Host to establish the requirements for the event. Liaise with food vendor, support functions departments( IT, Security, Landlord, handymans etc) and stakeholders during the event planning process and serve as a liaison throughout the planning process.

-Plan and facilitate logistics for all site events, room reservations, room set-up, guest lists, venue preparation, catering, entertainment, transportation, equipment etc ( All events)

-Coordinate and order catering for events that require catering. Manage all catering details (menus, coordination for delivery, the setup/breakdown, cleanup&collection of receipts etc) ( All Events)

-Oversee client experiences from request through post-event review; manage on-site preparations, production, and event breakdown; and ensure consistent, high-level service throughout all phases. ( All type of events)

-For large site events provide concierge-style service to internal customers; meet and greet customers as they arrive at event location. ( All type of events)

-Troubleshoot any issues that arise on event day related to room set-up, AV support, catering etc

-Proactively address facility-related issues or needs for the conference rooms (office supplies, cleaning, light bulbs, AV maintenance, etc.) to ensure expectations are met with regard to appearance, cleanliness, functionality and overall quality experience.

-Manage the existing Site Events SOP and tailor it to new client site needs. ( quarterly basis / on need)

-Management of Conference Rooms Names & Capacity accuracy in Reservation tool (Outlook Calendar) and Occupancy Tool ( Serraview) ( quarterly basis / on need)

-Register all Site Events in Events Tracker and update on regularly basis the Colaboratin & Cooperation tool ( CoCo) ( monthly basis)

Essential Competencies

Good experience of working within a fast-paced, customer-facing, facilities environment is a requirement for this position, along with exceptional administration and communication skills. Specific competencies within this general requirement include the following:

-A minimum of 1 year working in a corporate/hospitality environment, Event Management or FM experience preferred.

-Ability to act calmly to emergencies and problem solve

-Have a flexible work ethic, being prepared to work out of hours when required

-Good communication and interpersonal skills.

-Good organizational and influencing skills.

-Detail oriented, creative, with ability to keep track of all the moving parts of an event

-Excellent IT literacy skills in MS Outlook, Word & Excel.

-Must be able to work on own initiative with a proactive and flexible attitude

-Ability to multitask and prioritize.

-Must have a smart appearance

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)