Event and Facilities Coordinator

Position Reports to: Senior Events Manager

Conference Center Facility Coordinator

Facilities coordinator is the floor leader of the AmCham Shanghai 5F meeting space, arranges bookings with confirmations, assures bookings are accomplished to needs and with consideration of potential over-flow factors. This includes for all departments of AmCham Shanghai. Ensures policies to ensure no over-bookings while also driving efficient use of facilities in-house in balance with externally held meetings. The facility coordinator ensures configurations are in order the evening before assigned bookings. This individual is well trained in AV use and can be trained to trouble shoot when necessary. The facilities coordinator ensures rooms are cleaned in advance, and re-set post meetings to be ready for next meeting or configuration changes. The facilities coordinator is the ‘general’ ensuring all staff, internal and external folks follow meeting room policies. The position time of day start will vary depending on program start times which may require a 7am start, or later evening flexibility. Manage the water and drinks supply in conference center.

Events Support

This role is also required to support internal and external events. In particular, assist in onsite check-in, f&b ordering of member training programs, event related administration work etc base on manager’s request.

Roles and Responsibilities

• Oversee meeting room bookings and prioritize according to AmCham Shanghai’s business rules.

• Oversee and maintain boardroom cleanliness and protocol.

• Configure meeting rooms to suit the needs of the organizer and reconfigure the room back to its standard setting after meetings have ended. (Furniture, equipment and AV)

• Assist in coordinating in-house events.

• Experience with A/V equipment and troubleshooting (TV, Projectors, Speakers, Microphones, Polycom, IPad, video camera)

• Ability to handle multiple tasks simultaneously

• Problem Solving Skill

• Interacts with all departments to ensure bookings are relevant, and matched to configuration setup requirements in advance of all meetings.

• Manage the storage of water and drinks supply at conference center.

• Assist Events team on internal and external activities when appropriate.

Desired Experience

• Native Chinese speaker

• Hospitality or customer service background

• Adept with PC, with AV/IT capable experience for room/hospitality management.

• Previous experience with facility management

• English and Mandarin Proficiency in both verbal and written

• Ability to work under pressure

• Ability to meet deadlines

• Strong and confident at coordinating with others and multi-tasking.

• Flexible working hour

The above information is a public job ad. This job ad is neither an offer nor a contract.

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