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Conference Center Asst/On-Call

Job Description

This is an on-call position; there is no guarantee of hours. This position does not have a standard work week schedule. The schedule is determined one week in advance and is based on business need and varies from week to week. 
 
PURPOSE:
Perform advanced-level administrative, operational, and technical duties in support of Conference Center clients and the Sales and Operations Manager.

ESSENTIAL FUNCTIONS:
This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed.  Essential duties and responsibilities may include, but are not limited to, the following:
 
Administrative:
Serve as first point-of-contact for all clients calling The Conference Center; assess client needs, providing exceptional customer service.  Assist or direct phone calls to the appropriate person, while utilizing a 2-line phone system.

Create, maintain and manage client files (Banquet Event Orders (BEOs), invoices and receipts) and catering invoices, while maintaining confidentiality, and ensure proper protocols are followed.

Track inventory and condition supplies, equipment, tools and specialty items.  Conduct weekly linen and water inventory and maintain par levels of inventory. Research and make recommendations for any replacements and assist with purchase. Create a tracking report for unused and voided parking validation slips, and prepare month-end parking audit for Landside Operations.

Create meeting room, reader board and directional signage. Produce weekly event schedule report and distribute to appropriate teams/departments.     

Create and submit work orders into software system (Maximo); review incoming mail, prioritize and distribute to appropriate department staff member; and provide occasional back-up for the Airport Office Building reception staff. 
  
Operations: 
Perform opening or closing duties required for meetings: Unlock/lock conference room doors, verify room set ups, supplies and equipment are available and set according to BEO specifications prior to client arrival. Lead, communicate and work side by side with maintenance groups to ensure rooms are set up and broken down correctly.

Meet and greet every customer on-site to ensure guest satisfaction. 
Educate client on use of in-room audio visual (A/V) components (touch-screen controls, microphone, conference phones, wireless keyboard, mouse, etc.) and troubleshoot any audio visual issues.

Verify caterer has delivered all food and beverage listed in the BEOs, and observe food service, ensuring compliance with WA State Health codes. 

Test and troubleshoot electronic equipment to ensure it is working properly in each meeting rooms. Document and coordinate work with Port departments or a third party companies to coordinate any training or repairs needed.

Plan, organize, prepare and execute all end-of-day closing duties for Conference Center. 
 
Sales and Event Coordination
Prepare weekly BEO book for presentation, and participate in the weekly BEO and operations meeting.

​Participate in monthly sales and marketing meeting with the Sales and Operations Manager and the Business and Marketing Manager.

Assist the Business and Marketing Manager with networking and marketing events and trade shows. Assist with creating marketing materials to increase visibility of the center and to attract potential clients.

KNOWLEDGE, SKILLS & ABILITIES:
 
Advanced knowledge of general office practices and procedures, and software applications such as Word, Excel, PowerPoint and Outlook. Specialized knowledge of Conference Center Audio Visual system and practices. Strong knowledge of accounting and billing procedures. Confidence and knowledge of conflict resolution techniques.  Proficient in Event Management System (EMS) and Meeting Matrix Software. Basic knowledge of Port roles, goals and policies. 
 
Exceptional organizational and time management skills. Strong communication skills, both written and verbal. Proficient technical skills in utilizing SharePoint & Maximo.  Excellent customer service skills and phone etiquette. Skills in communicating well with a broad range of internal and external clients. Intuitive decision-making and problem-solving in a high pressure environment. 
 
Ability to confidently troubleshoot issues for clients. Able to quickly learn, understand and communicate to clients how to operate the AV system in the Conference Center.  Ability to manage administrative processes. Ability to work with minimal supervision.  Ability to provide lead direction to co-workers from other departments. Ability to maintain a positive and helpful attitude. Ability to effectively work with others. Ability to be a team player and work flexible hours. Ability to foresee client needs and plan accordingly/be proactive. Ability to pay attention to details. Strong ability to prioritize and be efficient.  Ability to handle multiple and shifting priorities. Physical ability to stand or walk for extended periods of time. Physical ability to move tables, chairs, boxes, trash bins, and equipment up to 45 lbs.

QUALIFICATIONS:
Combination of education and experience demonstrative knowledge, skills and abilities equivalent to:

  • Two (2) years college coursework;
  • Two (2) years’ experience working in a sales, administrative, operational or customer service environment.

PREFERRED QUALIFICATIONS:

  • Bachelor’s Degree;
  • Three (3) years’ experience working in a sales, administrative, operational or customer service environment.

Work Environment

Will generally work in an office environment.

Additional Details

Driver’s License Requirement:  
A valid Washington State Driver’s License, or the ability to obtain one, is required.
 
Weekly Standard Hours:
This is an on-call position; there is no guarantee of hours. This position does not have a standard work week schedule. The schedule is determined one week in advance and is based on business need and varies from week to week. 
 
Overtime Eligible:
This position is eligible for overtime pay. 
 

EEO Statement

The Port of Seattle is an Equal Opportunity Employer, Affirmative Action Employer and is committed to diversity in the workplace. Minorities, women, veterans and individuals with disabilities are encouraged to apply.

Security Requirements

AV: The successful candidate must pass a Transportation Security Administration background check. Will also be fingerprinted for a criminal history background check with the FBI. Hire date will be contingent upon obtaining a Port of Seattle ID badge.

Conference Center Asst/On-Call

Seattle, WA
Part Time
2 +

Published on 12-13-2018