Job Title

Conference Services Coordinator

Job Description Summary

The Conference Services Coordinator is a key member of the Cushman & Wakefield onsite account team for the client. This individual is responsible for supporting the daily operations of a dedicated conference center at a client’s site. This includes supporting meeting hosts in all aspects of meeting planning and execution, including scheduling, addressing questions, troubleshooting issues, and ensuring that spaces are work- and people-ready. The Conference Services Coordinator collaborates regularly with the onsite team to provide a seamless experience for employees while at the office.

We are looking for a highly collaborative self-starter who enjoys solving problems, has fantastic communication skills, is highly organized, and can bring an elevated customer experience to employees and visitors.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Act as a steward of the client’s organization, ensuring meeting hosts and attendees feel welcome, supported, and professionally assisted.
Coordinate all incoming meeting requests, including confirming room availability and gathering meeting details such as amenities, catering, audiovisual needs, room configuration, and special requests.
Proactively make recommendations based on user needs and meeting requirements.
Coordinate with internal partners and service lines (Janitorial, Facilities Management, AV, Catering, and Reception) to ensure all aspects of meetings and events are addressed.
Maintain strong knowledge of all meeting rooms, configuration options, technology, and available amenities.
Provide hands‑on assurance that rooms are meeting‑ready, supplies are stocked, catering is fulfilled, audiovisual equipment is operational, and spaces are configured per request.
Maintain strong knowledge of the overall site and provide brief space orientations so hosts feel comfortable and supported.
Act as the first line of response for user questions, providing hands‑on troubleshooting support and follow‑up as needed.
Offer wayfinding assistance by directing attendees to meeting rooms.
Execute general administrative support to ensure end‑to‑end accountability and a seamless conference center experience.

INSPECTIONS & READINESS CHECKS

Conduct daily inspections of conference and meeting rooms and support areas to ensure client‑facing standards are met.
Serve as the “eyes and ears” of the conference center by proactively submitting work orders for repairs, maintenance needs, and broken or missing furniture before end users are impacted.
Follow established escalation protocols and maintain knowledge of cross‑functional team responsibilities.
Support offsite special events as needed by coordinating and executing event logistics in partnership with the client team.

SYSTEMS & TECHNOLOGY PROFICIENCY

Utilize Microsoft 365 tools daily, including Outlook (email and calendar), Word, Excel, and PowerPoint.
Use Accruent EMS as the primary reservation system to enter, update, and manage meeting and event details in real time.
Maintain shared documentation using Teams and SharePoint, ensuring consistent templates and client‑facing standards.

SCHEDULE / AVAILABILITY

Typical shifts are 7:00 a.m. – 4:00 p.m. or 8:00 a.m. – 5:00 p.m., based on business needs and event schedules.
Flexibility is required to support occasional meetings and events occurring between 6:00 a.m. and 10:00 p.m., including early mornings or evenings as needed.
Weekend coverage may be required based on scheduled events and business needs.

KEY COMPETENCIES

Communication – Comfortable engaging with executive‑level clients and individuals at all organizational levels.

Intelligence (EQ) – Demonstrates empathy, professionalism, and strong interpersonal awareness.

Organization – Detail‑oriented self‑starter with exceptional organizational and time‑management skills.

Proactivity – Maintains a “can‑do” mindset with the ability to act effectively with

Character – Demonstrates integrity, accountability, self‑awareness, and strong business acumen.

Professionalism – Projects an approachable, polished, and professional image in appearance and demeanor.

Resilience – Ability to adapt and perform effectively in a fast‑paced, service‑oriented environment.

WORK ENVIRONMENT

This role operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, and filing systems.

PHYSICAL DEMANDS

The physical demands described here are representative of those required to perform the essential functions of this role. Employees are regularly required to move between floors and may travel between buildings in varying weather conditions. The role may require prolonged standing or sitting, frequent walking, talking, and hearing, and regular use of hands to operate office equipment. The employee must also support room setup configurations, including moving tables, chairs, airwalls, whiteboards, and other furniture.

CONDITIONS OF EMPLOYMENT

Employment is contingent upon:

Verification of identity and eligibility to work in the United States
Successful completion of a background check and drug screening prior to starting

AAP / EEO STATEMENT

Cushman & Wakefield provides equal employment opportunity to all individuals regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by applicable law. The company takes affirmative action to ensure equal opportunity in employment. Discrimination of any type will not be tolerated.

OTHER DUTIES

This job description is not intended to be a comprehensive list of all duties or responsibilities. Responsibilities may change or additional duties may be assigned at any time, with or without notice. Duties may vary slightly based on regional location.

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
The company will not pay less than minimum wage for this role.
The compensation for the position is: $24.88 - $29.27Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email Accommodations@cushwake.com. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”