Coordinator, Event & Resource Management

CORE RESPONSIBILITIES AND TASKS:

The primary focus of the Hospitality Specialist is to plan and coordinate events within the amenity spaces. This role acts as the initial contact person for hosts at the Company's Corporate Headquarters and Global Technical Center facilities. This individual supports critical business operations and is a cross-functional, shared resource for the enterprise. This position requires excellent time management, communication skills and the ability to maintain confidentiality while prioritizing their workload.

(1) Planning:

• Responsible for short- and long-term planning of all events.
• Manage incoming requests from a variety of internal hosts within service request platform. Maintain proficient knowledge of workflows. Escalate any process-related issues or improvements to Lead Coordinator.
• Proactively meet with event hosts to provide guidance and support throughout planning, implementation, and post-event activities.
• Obtain clear understanding of expectations for each event to provide appropriate level of service.
• Provide advice regarding all services and amenity programs based on host preferences - catering, room setup, etc.
• Responsible for selecting appropriate location for each reservation based on host needs.
• Coordinate with external vendors including transportation services, plant scaping, and rental furniture or equipment.
• Ensure that quotes are in line with pricing agreements and/or previously quoted services. Escalate discrepancies to Lead Coordinator.

(2) Vendor & Support Staff Management:

• Build positive working relationships with hosts, vendors, and other departments to meet team objectives.
• Create a schedule of activities for staff to follow during events.
• Schedule and direct work of event personnel and vendors.

(3) Logistics:

• Manage and arranges all meetings and events within building amenity spaces. This includes all setup and teardown services.
• Responsible for running a range of events where meeting objectives will range from informal team gatherings to executive leadership presentations. Incumbent is expected to prioritize responsibilities appropriately.
• Responsible for integrity (maintenance, repairs, cleanliness, etc.) of the amenity spaces and surrounding areas - conference rooms, reception areas, hallways, restrooms, etc. Initiate service requests as required for any equipment, fixtures, or furniture. Direct internal support services and third-party contractors.
• Maintain proficient knowledge of various software and hardware utilized by stakeholders. Examples include visitor management software, audiovisual equipment, and others.
• Ensure the event complies with safety and security standards.
• Manage inventory of shared supplies, furniture, technology, and other resources for all amenity spaces. This includes work cafe supplies, business center supplies, mobile furniture, microphones, etc.

(4) Problem Solving:

• Responsible for assisting with problems that arise during meetings/events. This includes basic troubleshooting of equipment and fixtures, and dispatching appropriate personnel as required.
• Willing and able to assume responsibility for one-off tasks to support event success.
• Offer solutions to resolve problems in a timely manner.

(5) Stakeholder Communication:

• Manage calendar of events and communicate with all stakeholders appropriately. Initiate recurring meetings with Facilities, Human Resources, Digital Technology, and other departments to provide guidance on upcoming events and/or request support in a timely manner.
• Maintain high level of confidentiality and protect sensitive information in all aspects of responsibilities.
• Partner with Corporate Security and EHS as an Emergency Response Coordinator. Communicate EAP for amenity spaces with all meeting hosts, ensuring all external visitors are prepared for emergency situations.
• Communicate regularly with external vendors and suppliers responsible for meeting success.
• Maintain expert level knowledge of enterprise organizational structure and executive leadership roles.
• Authority to cancel or relocate meetings based on business needs, in collaboration with Lead Coordinator to ensure alignment and minimize disruption.

(6) Assist in the budgeting process for services and amenity spaces.

(7) Assist with special projects as needed.

(8) Ability to work after-hours for special events.

"Job duties include contact with other employees, operating heavy machinery, and access to proprietary information, raw materials, finished merchandise, and/or other items of value, and such access may be supervised or unsupervised. The Company therefore has determined that a review of criminal history is necessary to protect the business and its operations and reputation and is necessary to protect the safety of the Company's staff, employees, and vendors."

POSITION REQUIREMENTS:

FORMAL EDUCATION:

Required:

• High School Diploma or GED

Preferred:

• Bachelor's Degree

KNOWLEDGE & EXPERIENCE:

Required:

• 3+ years of related experience in administrative or customer service environment

Preferred:

• Knowledge about current Company operations, its history, and ability to convey this information confidently and professionally.
• Executive event management or project management experience.

TECHNICAL/SKILL REQUIREMENTS:

Required:

• Excellent attention to detail
• Strong organizational skills
• Strong interpersonal, listening and speaking skills
• Strong written and verbal communication skills
• Ability to communicate effectively via phone, email, and radio transmission.
• Ability to manage a high volume of requests and multi-task for the majority of the workday.
• Ability to work cooperatively and effectively as part of a team
• Ability to multi-task and work well independently and under pressure in a fast-paced environment
• Ability to assist visitors in an approachable and welcoming manner
• Ability to work effectively across all levels of the organization, including senior management
• Ability to assist guests with audiovisual presentation setup, including connectivity to Sherwin-Williams WiFi networks
• Strong proficiency in Microsoft Office 365 (Outlook, Excel, Word, and Powerpoint)
• Exhibit a professional demeanor at all times, and can discreetly handle sensitive and confidential information

TRAVEL REQUIREMENTS: (TIME SPENT AWAY FROM HOME OR OTHER TYPICAL OFFICE LOCATION)

• 0-5%