Specialty Space Intake Coordinator, Meetings and Events

Key Responsibilities

Event Coordination & Scheduling

• Review, update, schedule, and approve event requests from corporate event planners
• Assign events to event coordinators based on priority and availability
• Maintain and manage calendars for event spaces and specialty venues
• Support customers in identifying alternate venues when required spaces are unavailable
• Ensure timely execution of event requests and adherence to scheduling guidelines

Stakeholder & Vendor Management

• Communicate with high-level internal and external stakeholders with professionalism and clarity
• Coordinate between multiple service teams including Facilities, AV, Catering, Engineering, Reception, and Janitorial teams
• Maintain strong communication between onsite and remote event teams
• Ensure smooth inter-vendor coordination for event execution

Operational Support

• Process event-related work orders and service tickets
• Track and update event documentation, procedures, and operational metrics
• Support resolution of customer concerns and service requests in a timely manner
• Ensure adherence to operational workflows and service standards

Documentation & Reporting

• Create and maintain reports, trackers, and documentation for event metrics and workflows
• Update procedural documents and support continuous improvement initiatives
• Maintain accurate records of event schedules, requests, and closures
• Support management reporting through structured data and summaries

Customer Service & Communication

• Provide prompt initial response to event-related queries and requests
• Deliver high-quality written and verbal communication with a professional tone
• Handle interactions with employees, visitors, and contractors with diplomacy and clarity
• Ensure customer satisfaction through proactive communication and issue resolution