Conference Service Manager Jobs in Quebec (NOW HIRING)

Coordonnateurrice, operations de conference

Le/la coordonnateurrice, operations de conference sera responsable de la gestion des activites aux etages des salles de conference

Occupant un poste de grande visibilite, il ou elle agira comme personne-ressource pour tout ce qui a trait aux salles de conference, c'est-a-dire les espaces ou nous accueillons des clients et des visiteurs. La personne choisie devra veiller au respect des normes de service propres aux salles de conference, c'est-a-dire gerer et optimiser la capacite d'accueil, recevoir les invitees, assurer la logistique, configurer ou installer le materiel audiovisuel et executer toute autre tache necessaire a l'organisation de reunions ou d'evenements, sous la direction du/de la Directeurrice, Activites liees aux conferences, Activites liees aux conferences. 

Ce poste relevera directement du/de la directeurrice, Activites liees aux conferences. N'ayant pour le moment pas de subordonnees directes, le/la coordonnateurrice collaborera activement avec les parties prenantes selon les directives du/de la directeurrice nationale, du/de la directeurrice, Activites liees aux conferences et de divers autres responsables.

Il ou elle devra egalement aider les intervenants internes a soutenir l'image de marque, le service client et les objectifs operationnels du cabinet, notamment en instaurant des pratiques optimales. 

Principales attributions

Les principales responsabilites associees a ce poste sont les suivantes :

• Soutenir la prestation de service lors de reunions ou d'evenements, organises par le cabinet ou un tiers, en agissant comme principale personne-ressource aux etages des salles de conference et en collaborant avec les equipes chargees des activites liees aux conferences, de la reception, du service traiteur, des installations, de l'audiovisuel et des evenements. 
• Chapeauter la planification des reunions et des evenements, effectuer la mise en place et la remise en ordre des lieux rapidement et selon les normes du cabinet, et evaluer les besoins en ressources pour repondre aux attentes et aux demandes des clients en matiere de service traiteur, d'audiovisuel et d'installations. 
• Regarnir les salles de conference a la mezzanine et sur les autres etages.
• Faire le suivi du flux quotidien et hebdomadaire des reunions et des evenements prevus a l'etage (coordonner l'usage de l'espace, gerer la capacite d'accueil, s'occuper de la logistique liee a l'audiovisuel et a l'hospitalite, etc.), et collaborer etroitement avec le service de reservation de salles pour planifier les reunions et evenements, mettre a jour le calendrier, resoudre les conflits et gerer les risques. 
• Produire des rapports de reservation, d'evenements, d'utilisation et de suivi.
• Au besoin, aider les equipes de configuration scenique et d'audiovisuel, et participer a l'amenagement des pieces et aux mises en place du Service traiteur, en collaboration avec le/la gestionnaire principale, Activites liees aux conferences et les responsables concernes (equipe Evenements ou autre). 
• Faire visiter les etages des salles de conference a des parties internes et externes et presenter les caracteristiques des differents espaces (capacite d'accueil, configuration et restrictions).
• Communiquer tout changement de salles de conference en temps reel a l'equipe Installations et au Service traiteur ainsi qu'aux techniciennes de l'audiovisuel, et apporter les modifications requises pour repondre aux besoins evenementiels et operationnels.
• Proposer des solutions pour regler les conflits d'horaire lies aux salles de conference a la mezzanine et aux autres etages, et donner suite aux plaintes des clients des qu'elles sont formulees
• Corriger les problemes de prestation de services dans les salles de conference, y compris ceux relatifs a l'audiovisuel, au Service traiteur et aux installations en travaillant avec les responsables appropries.
• Collaborer avec les membres des equipes chargees du service traiteur, de l'audiovisuel, des installations, de la reception, des evenements et de la reservation de salles pour organiser des reunions et des evenements qui satisfont aux besoins d'intervenants internes ou externes.
• Respecter les exigences de service aux etages des salles de conference. Incarner les normes de service et inspirer ses collegues a faire de meme.
• Assurer la liaison reguliere avec les membres du cabinet en ce qui a trait a la tenue de reunions et d'evenements et maintenir une prestation de service pendant ces activites. 
• Executer toute autre tache a la demande du/de la gestionnaire principale, Activites liees aux conferences, dont soutenir l'equipe Activites liees aux conferences, au besoin.

Principales exigences :

• Diplome collegial en hotellerie, en marketing, en administration des affaires, en communications ou en gestion d'evenements, un atout. 
• Au moins 3 a 4 ans d'experience dans un poste similaire en entreprise. 
• Personnalite energique et passion pour l'experience client et le respect des normes de service se rapportant aux reunions et aux evenements.
• Excellentes competences en communication orale et ecrite, habiletes interpersonnelles de haut niveau, capacite a gerer des situations epineuses et bon sens de l'organisation et de la gestion du temps.
• Autonomie et capacite a travailler sous pression dans un milieu au rythme soutenu ou les echeances sont multiples et parfois concurrentes.
• Discernement et aptitude a prendre de bonnes decisions et a resoudre des problemes.
• Maitrise des logiciels de la suite Office et de Rendezvous (ou toute autre plateforme de gestion de salles semblable).
• Souci exceptionnel du detail et de la qualite. 
• Capacite a utiliser - ou a apprendre a utiliser - tous les types de materiel audiovisuel et a epauler les clients.
• Esprit d'equipe, discernement, debrouillardise, souplesse et creativite.
• Disponibilite pour faire des heures supplementaires ou travailler selon un horaire flexible, y compris les soirs et les fins de semaine, au besoin.
• Capacite de lever et de pousser regulierement des objets pesant jusqu'a 14 kg (30 lb).

Coordinator, Conference Operations

The Coordinator, Conference Operations is responsible for coordinating Conference Floor activities. This is a highly visible role and acts as the main point of contact for the Floor, which is the primary destination for hosting clients and visitors. The Coordinator, Conference Operations is responsible for maintaining service standards for the Floor in terms of client service, capacity management and optimization, hospitality, logistics, AV set up and other areas that support client and internal meetings and events, under the direction of the Director, Conference Operations. 

This position reports directly to the Director, Conference Operations. The role currently has no direct reports and works collaboratively with key stakeholders and with the direction of the National Director, the Director, Conference Operations and business leads.

The incumbent is responsible for supporting internal clients from the perspective of supporting the Firm's brand, client service and operational objectives including the implementation of best practices. 

Key Responsibilities:

The primary responsibilities for the role include:

• Supports meetings, event service and third party events as client primary contact on the Conference Floor, working in collaboration with Conference Operations, Reception, Facilities, Audio Visual, Catering, and Events. 
• Oversees meeting and event planning, completes room set up and breakdown within Firm standards and in a timely manner, checks resource requirements, and ensures that client expectations are met for catering, AV and premises requests. 
• Restocks boardroom inventory on the Conference Floor and Practice Floors.. 
• Tracks the daily and weekly meeting and events pipeline for the Floor including coordination of space usage, capacity management, and hospitality and AV logistics, and liaising closely with Boardroom Bookings on the planning, scheduling, trouble-shooting and risk management for all meetings and events. 
• Provides Boardroom Booking, events, usage and tracking reports.
• Assists where appropriate with audio visual and staging solutions, room configurations and Catering set up as required working closely with the Director, Conference Operations and business lead (Events or other). 
• Provides tours of the Conference Floor to internal and external parties, explains the space including capacities, configurations and limitations.
• Communicates all boardroom changes in "real time" with Facilities, Catering, and AV technicians and makes adjustments according to meeting and operational requirements.
• Suggests solutions to scheduling conflicts for meetings on the Conference Floor as well as Practice Floors and is responsive to customer complaints when they arise.
• Trouble-shoots service related issues on the Floor including AV, Catering, and Facilities issues. Works with the respective business lead to resolve the issue.
• Works collaboratively with members of Catering, Audio Visual, Facilities, Events, and Reception & Boardroom Bookings to support the needs of internal and external individuals and groups planning a meeting or event on the Conference Floor.
• Adheres to service standards for the Conference Floor. "Lives and breathes" the service standards and inspires co-workers to do so.
• Regularly liaises with Firm members regarding meeting and event service needs, maintains service presence during internal meetings and events. 
• Carries out any other responsibilities that may be assigned by the Director, Conference Operations, including providing support to the conference operations team as required.

Key Competencies Required:

• A college diploma in hospitality, marketing, business, communications, or event management is an asset. 
• Minimum of 3 to 4 years of experience working in a similar role in a corporate environment. 
• Energetic and passionate about client service and service standards related to meetings and events.
• Strong verbal and written communications skills and superior interpersonal skills including ability to handle sensitive situations; organizational and time management skills.
• Independent self-starter, ability to work in a high pressure environment with multiple, concurrent deadlines as part of a fast-paced team.
• Good judgment, decision making and problem solving skills.
• Proficient with technology, including MS Office, Rendezvous or other similar MRM platform.
• Exceptional eye for detail and quality control. 
• Ability to operate or to learn all formats of AV equipment and provide expertise and guidance to the client.
• A team player with excellent judgment, resourcefulness, flexibility and creativity.
• Availability to work overtime or flexible hours, including evenings and weekends, when necessary.

• Ability to regularly lift and push objects up to 30 lbs

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information-how it is collected, stored, managed, and shared-to unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Select the medical, dental, life, and disability insurance coverage that fits your needs.
• Contribute to your financial security with Ricoh Canada's Retirement plan, with company matching contributions.  
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually.
• Tap into many other benefits to enhance your health, wellness such and ongoing personal and professional development.