Conference Room Management Support Representative

Customer Service Rep II - Conference Room Management Support Representative

About the Role:

The Conference Setup Coordinator plays a critical role in ensuring the seamless preparation, setup, and teardown of conference rooms and event spaces. The ideal candidate will have a keen eye for detail, the ability to read and interpret Banquet Event Orders (BEOs), excellent verbal and written communication skills, and experience in inventory management.

This position requires close coordination with multiple departments and contractors, as well as excellent time management to ensure all spaces are ready before events begin.

This position is physically demanding, as the key responsibilities are to move and set up different size tables, chairs, etc., including but not limited to walking, standing, lifting, pushing, bending, squatting, and reaching.

Key Responsibilities:

• Execute event setups according to each Banquet Event Order (BEO) and corresponding setup diagrams. Setups include but are not limited to tables, chairs, flipcharts, sign holders, and white boards.
• Ensure all event spaces are fully prepared before the assigned start time (at least 60 minutes prior to event start time).
• Review and interpret the weekly BEO packets for each event to plan setup and teardown schedule accordingly.
• Participate in BEO meetings twice per week to collaborate with contractors on setup and teardown schedules, proactively addressing any potential scheduling or setup conflicts.
• Verify event diagrams and ensure accuracy, addressing any discrepancies or issues with contractors.
• Ensure that BEO requirements do not exceed the available inventory.
• Actively monitor communication channels, including radio, email, and the office file folder, for any updates or revisions to BEOs or event information.
• Monitor and maintain conference center inventory; clean and repair items as needed.
• Monitor and maintain inventory of consumable supplies, including paper, markers, and other materials.
• Track linen usage for accurate reporting and inventory management.
• Prepare and submit weekly linen orders based on event needs and current stock.
• Report any damaged equipment or inventory to the appropriate personnel.
• Wipe down and maintain linen-less tables before and after use.
• Assist with special requests from client operations.
• Collaborate with Exela/XBP co-workers as needed to ensure smooth event operations.
• Complete assigned Exela/XBP training programs for professional development.
• Cross-train to support help desk operations as needed.

Qualifications:

• Experience in event or conference setup and inventory management.
• Strong organizational skills with the ability to handle multiple tasks simultaneously.
• Excellent communication and coordination skills, especially with contractors and internal teams.
• Ability to read and interpret diagrams, event orders, and inventory lists.
• Basic understanding of equipment maintenance and repair processes.
• Flexibility to assist in other areas as needed and willingness to cross-train.
• Ability to lift and move furniture (up to 50 lbs), such as but not limited to round tables, straight tables and chairs.
• Ability to push / pull furniture from one location to another, such as but not limited to round tables, straight tables and chairs.
• Ability to stand and walk for long periods of time.

This position offers an opportunity to work in a dynamic environment, directly contributing to the success of various events and conferences. The Conference Setup Coordinator must be proactive, detail-oriented, comfortable working in a fast-paced setting, flexible with work schedule and willing to meet the physical demands of this position.

XBP Global is committed to fostering a diverse and inclusive workplace and is proud to be an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, colour, creed, religion, national origin, ancestry, citizenship status, age, disability, sex/gender, marital status, sexual orientation, gender identity, gender expression, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

EOE/Minorities/Females/Veterans/Disabled