Conference Center Associate - Greater Houston Partnership
Houston, TX
About the Job
Why the Partnership
When you join the Greater Houston Partnership, you get the opportunity to work with an organization helping guide the future of the Houston region. Our team of professionals work across multiple disciplines, including: Economic Development (Regional and International), Executive, Finance & Accounting, Marketing & Communications, Member Engagement, Public Policy, Regional Workforce Development, Research, Talent & Inclusion, Resources, and the Center for Houston’s Future.
The Greater Houston Partnership works to make Houston one of the best places to live, work and build a business. As the economic development organization for the region, the Partnership champions growth across 12 counties by bringing together business and civic-minded leaders who are dedicated to the area’s long-term success. Representing more than 900 member organizations and approximately one-fifth of the region’s workforce, the Partnership is the place companies come together to make an impact.
We look forward to telling you more about the organization and helping determine if a career with the Partnership is right for you!
Today, We Are Looking For
The Conference Center Associate serves as a key resource to execute the image of Partnership being the front door of Houston. The conference center associate is responsible for a combination of concierge processes. This position includes administrative, meeting room coordination, and receptionist responsibilities and is responsible for executing the visitor experience. The conference center associate interfaces with key stakeholders and works with a talented cross-functional services team assuring great customer service along the way.
Primary Duties and Responsibilities
The following responsibilities are essential to job performance:
The following knowledge, skills, and abilities are desirable for job success:
High School diploma
Post-high school continuing education is preferred but not required
Required Experience
Minimum of 2-3 years conference center customer service, receptionist, and/or administrative assistant experience
Physical Requirements
Adhere to office safety policies.
Note: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They should not be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
The Greater Houston Partnership is an Equal Opportunity Employer.
When you join the Greater Houston Partnership, you get the opportunity to work with an organization helping guide the future of the Houston region. Our team of professionals work across multiple disciplines, including: Economic Development (Regional and International), Executive, Finance & Accounting, Marketing & Communications, Member Engagement, Public Policy, Regional Workforce Development, Research, Talent & Inclusion, Resources, and the Center for Houston’s Future.
The Greater Houston Partnership works to make Houston one of the best places to live, work and build a business. As the economic development organization for the region, the Partnership champions growth across 12 counties by bringing together business and civic-minded leaders who are dedicated to the area’s long-term success. Representing more than 900 member organizations and approximately one-fifth of the region’s workforce, the Partnership is the place companies come together to make an impact.
We look forward to telling you more about the organization and helping determine if a career with the Partnership is right for you!
Today, We Are Looking For
The Conference Center Associate serves as a key resource to execute the image of Partnership being the front door of Houston. The conference center associate is responsible for a combination of concierge processes. This position includes administrative, meeting room coordination, and receptionist responsibilities and is responsible for executing the visitor experience. The conference center associate interfaces with key stakeholders and works with a talented cross-functional services team assuring great customer service along the way.
Primary Duties and Responsibilities
The following responsibilities are essential to job performance:
- Operate Greater Houston Partnership switchboard
- Respond to internal and external requests for information
- Greet and direct all visitors to their onsite meeting/event destination, acknowledging them promptly with a standard welcome greeting
- Assist in continuous development, update, and expansion of general information files in the Greater Houston area
- Route incoming mail, E-mail, and deliveries to appropriate internal contacts
- Certify documents for export, including invoices and certificates of origin
- Prepare daily meeting schedule
- Coordinate with internal contacts to ensure proper services and processes are adhered to
- Advocate and role model the Partnership Values and general business etiquette
- Organize and execute meeting/event registration in the conference center
- Serve as the floor representative for visitor/member directory and facilities questions
- Willingness to participate in daily hands-on room set-up, break-down, and clean-up. Ability to lift at least 30 lbs. Arrange tables and chairs for meeting rooms (movement of IT equipment; furniture, open/close airwalls, move equipment to storage)
- Coordinate room arrangements upon client needs and by request.
- Serve as the backup in facilities management and for the Receptionist.
- Serve as IT/AV support for the conference center (loading presentations, setting up/testing microphones, setting up/testing zoom calls)
Scheduler-Partnership Tower Member Only Reservations (Third Party Requests)
- Working with members to identify their needs for conference center reservations. Providing member-only benefit information related to reserving meeting rooms, availability, size and set-up requests.
- Scheduling and Providing a walk-through of the meeting space
- Providing event request forms as needed
- Tracking official reservation requests and status
- Occasionally working before/after hour member events as needed
Cross-functional responsibilities
- Work closely with key contacts within each department/division to ensure the services provided in the conference center meet the requirements
- Be the conference center liaison with IT and Facilities Management to ensure that meetings are aligned with expectations particularly related to those that rely on meeting room layout, audiovisual, conference and meeting room booking, wireless connectivity, and phone systems
- Act as the meeting/conference room subject matter generalist, providing onsite support in various areas of technology, room setup, and administrative support.
- Liaise with the assigned Partnership Tower events staff member for conference center calendar management
- Be willing to work some before/after hour events as needed
- Execute existing processes in areas of: conference/meeting room logistics, IT and audio-visual processes, catering procedures, and guidelines that drive efficiency and provide excellence
- Participate in and provide adequate phone coverage
- Train and prepare the relief team to cover responsibilities for scheduled and unscheduled absences
- Other duties and projects as assigned
The following knowledge, skills, and abilities are desirable for job success:
- Proven experience in high-volume conference centers, hotels, or professional firms
- Strong grammar and arithmetic skills
- Proficient in technology, including Windows, Microsoft Word, Excel, and other relevant software
- Maintains a professional appearance
- Exceptional communication skills, both written and verbal
- Skilled in interacting effectively with individuals at all organizational levels, both internally and externally
- Experience working within cross-functional teams
- Demonstrates mature judgment and tact in decision-making and interactions
- Highly motivated to deliver excellent service with minimal supervision or coaching
- Strong project coordination and organizational abilities
- Detail-oriented with a preference for precision and accuracy in tasks
- Thrives in a fast-paced, dynamic environment
- Able to perform well under pressure and meet deadlines with minimal oversight
- Self-motivated and capable of working independently
- Flexible and adept at prioritizing tasks and managing multiple assignments simultaneously
- Collaborative team player with the ability to share and coordinate tasks effectively
- Consistently maintains a professional, polite, and considerate demeanor
- Bilingual skills are a plus
High School diploma
Post-high school continuing education is preferred but not required
Required Experience
Minimum of 2-3 years conference center customer service, receptionist, and/or administrative assistant experience
Physical Requirements
- Good vision and hearing acuity (with adaptive aids if necessary).
- Manual dexterity and skillful use of computer keyboard.
- Physical exertion includes bending, pushing, standing, and walking. Must be able to move or lift approximately 25 pounds on occasion.
- Job requires the ability to hear, see, and talk; analytical, conceptual, problem-solving, planning and decision-making skills.
Adhere to office safety policies.
Note: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They should not be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
The Greater Houston Partnership is an Equal Opportunity Employer.
Source : Greater Houston Partnership