Conference Coordinator Responsibilities and Duties

Oversee meeting booking, cancellation, and postponement orders from clients.

Plan and coordinate all activities to successfully execute meetings and conferences.

Obtain meeting request orders, book meeting rooms and send confirmations to clients.

Determine participant counts and accordingly book right sized meeting room.

Process all other additional requests such as room set-up, catering needs and audio visual device requirements.

Maintain high-level of professionalism and competence when dealing with clients.

Obtain client feedback and make appropriate changes for improvements.

Submit invoices for caterings, equipment and other amenities to clients.

Resolve booking conflicts in a timely and accurate fashion.

Escalate complex booking issues to Managers for immediate resolutions.

Ensure that meeting rooms are set-up with requested amenities and AV devices.

Greet the participants and direct them to meeting room.

Address new requests of host before and during meetings.

Respond to client calls and e-mails related to meeting set-up.

Perform regular inspection of meeting facility to ensure lightings and AV equipment and other amenities work properly.

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