Reservations/Meeting Coordinator - The Millennium Group

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry.

The Food/Beverage and Meeting Coordinator provides courteous and efficient service to both internal clients and staff for coordination of onsite meetings and events; is the HQ main day-to-day point of contact for meeting set-ups/tear-downs, snacks, beverages, meals, and special employee events.

Responsibilities:

• Meeting Coordination:
  • Coordinates with conference room planners for daily requirements, office specific needs, and updates the conference room planning tool.
  • Reviews monthly/weekly conference room meeting schedule to determine meeting needs.
  • Coordinates internal meetings and special events, working with event owners and contacts.
  • Proactively initiates contact with internal event owners on upcoming/potential events.
  • Works with food service vendors to provide special menus, linens, china etc.
    Contacts meeting owners as necessary to finalize and confirm meeting details.
  • Checks meeting services prior to meetings to ensure all requirements are established and ready.
  • Coordinates tear-down and clean-up after meetings and employee events end. Close coordination with janitorial staff.
  • Orders catered meals for meetings, when needed.
  • Plans, coordinates, and implements GWS-sponsored events (e.g. happy hours, company picnic, holiday parties).
  • Creates invitations for assigned events and incorporates software to track RSVPs.
  • Holds regular meetings with Facilities Operations and Security team members to review the upcoming week's details.
  • Reviews invoices related to meetings and events for accuracy and submits same for payment including food service catering and outside billing.
• HQ Food and Beverage Services:
  • Day-to-day main point of contact for food & beverage vendors (including employee meals).
  • Ensures kitchens are stocked adequately with snacks, beverages, and other related supplies and are stored in an orderly and organized manner.
  • Ensures beverage equipment and coolers are in working order.
  • Reports any deficiencies to the vendor and facilities coordinator.
  • May need to perform minor adjustments and maintenance to coffee machines.
    
    
• Administration:
  
  • Process purchase requisitions through Coupa.
  • Maintain and upload files in Facilities shared drive.
  • Provide administrative support to local GWS management staff.

Qualifications:

• High level of professionalism with a "can do" attitude
• Strong interpersonal and customer service skills.
• Strong organizational skills.
• Great attention to detail.
• Strong verbal and written communication skills.
• Ability to multi-task and manage time efficiently.
• High school diploma. Associate's Degree is a plus.
• 1-2 years of experience working in administrative or facilities role.