Meeting Service Coordinator   Email     Print   PDF

The Meeting Services Coordinator (MSC) reports directly to the Distribution Manager. The primary function of the MSC is to act as the liaison between the departmental representative responsible for setting up a meeting or conference, and the Services Department who will provide the labor resources needed for a successful function. The MSC is also responsible for applying the appropriate costs to each function so that proper billing can be assessed to the departments.

• Fields all calls and emails from department representatives responsible for scheduling meetings.
• Communicates regularly and as needed with the Distribution Manager and the Services Supervisor.
• Records all information regarding events into the Resource Scheduler.
• Administers and controls the room-scheduler data base.
• Monitors the Resource Scheduler for updates/changes made by the department representative.
• Utilizes printouts or reports derived from the Resource Scheduler to communicate labor needs, pickup/delivery times and locations.
• Works with outside vendors to ensure other required logistics are coordinated.
• Works with other WHOI departments whose input in events may be required.
• Maintains all necessary records and issues appropriate billing.
• Compiles data for cash reports, cost estimates, revenue estimates, etc.
• Designs spreadsheets to assist in the maintaining of statistical information related to conference activities.
• Assists Services with pickups, deliveries, setups, etc if the situation requires it (in the case of conflicts or short handedness).
• Works with Services to handle logistics that are not normally the responsibility of caterers (extra tables, chairs, easels, etc). 
• Conducts post-event assessment and analyzes client feedback to identify areas of improvement for future events.
• Assists in negotiating fees and agreements with vendors providing services such as coffee and coffee supplies, sandwiches, soda, pastry, linen, coolers, paper products, vending, etc.
• Performs regular inspections of conference rooms for cleanliness, and associated equipment for repair and/or replacement.
• Performs other duties as the supervisor may, from time to time, deem necessary.

High school degree plus several years of related experience in a service type business. Experience in an environment having an academic setting is preferable. Must be highly organized with demonstrated ability to handle multiple tasks simultaneously. Must be able to work effectively under pressure and remain flexible to changing needs. Superior computer, written, and oral communication skills are a must, as are team orientation and a positive attitude. Must have the ability to represent the Institution in a professional manner at all times. Occasional night, weekend work, and travel may be necessary.