About the position
As a Meeting & Events Coordinator at CBRE in San Jose, CA, you will play a crucial role in the coordination and execution of small to medium meetings, conferences, and events. This position is part of the Events job function, where you will be responsible for the creation, management, and execution of marketing events for both internal and external clients. Your primary responsibilities will include serving as the main point of contact for smaller meetings and events, while also providing support for larger and more complex gatherings as needed. You will collaborate with clients, vendors, and team members to ensure seamless guest services, which encompass various aspects such as arrival experiences, transportation, signage, displays, special needs requirements, printing, and event security. On the day of the event, your role will involve creating a hospitable environment for attendees, event owners, and vendors. You will assist with the turnover of conference rooms and midday room refreshes, as well as reconfiguring spaces for evening indoor and outdoor events. Taking direction from senior team members, you will respond to event activities by gathering supplies, managing equipment needs, coordinating food and beverage services, and ensuring facility security. Your responsibilities will also include conducting room setups, refreshing spaces, and removing food, beverage, and service items post-event. You will maintain outlines of small space configurations, decor possibilities, and other event-related items, while also completing room checks to ensure that technical and visual spaces are functional. In addition to these tasks, you will troubleshoot any audio and technical issues that arise, manage a small inventory of event supplies, and coordinate a master meeting and events calendar for small to medium-sized event spaces. Communication is key, as you will need to relay the events schedule to your team and service providers, assist with post-event reporting and reconciliation, and escalate any potential issues or concerns as appropriate. Your impact will be defined through clearly outlined duties and tasks, and you will deliver your output by adhering to established procedures and processes under close supervision and guidance.
Responsibilities
- Serve as the primary point of contact for smaller meetings and events.
- Provide support for larger and more complex meetings and events as needed.
- Coordinate guest services including arrival experience, transportation, signage, displays, special needs requirements, printing, and event security.
- Create a hospitable environment for attendees, event owners, and vendors on the day of the event.
- Assist with conference room turnover and midday room refresh.
- Reconfigure rooms for evening indoor and outdoor spaces.
- Respond to event activities such as gathering event supplies, equipment needs, food & beverage services, and facility security.
- Conduct room setup, refresh, and removal of food, beverage, and service items.
- Maintain outlines of small space configurations, decor possibilities, and event-related items.
- Complete room checks and ensure technical and visual spaces are functional.
- Troubleshoot audio and technical issues.
- Manage a small inventory of event supplies.
- Coordinate master meeting and events calendar for small to medium-sized event spaces.
- Communicate events schedule with team and service providers.
- Assist with post-event reporting and reconciliation.
- Escalate potential issues and concerns as appropriate.
Requirements
- High School Diploma or GED with up to 2 years of job-related experience.
- Ability to fulfill physical requirements associated with the role, including stooping, standing, walking, and climbing stairs.
- Must be able to lift/carry heavy loads of 50 lbs. or more.
- Ability to follow basic work routines and standards in the application of work.
- Strong communication skills to exchange straightforward information.
- Working knowledge of Microsoft Office products, including Word, Excel, and Outlook.
- Strong organizational skills with an inquisitive mindset.
