Meeting and Event Coordinator (Houston, TX)

Our client is a leading professional services firm that specializes in real estate and investment management. Our client shapes the future of real estate for a better world by using the most advanced technology to create rewarding opportunities, amazing spaces, and sustainable real estate solutions for our clients, our people, and our communities. Our client is a Fortune 500 company with annual revenue of $18.0 billion, operations in over 80 countries, and a global workforce of more than 93,000 as of December 31, 2019.

We are seeking a Meeting & Event Coordinator on a contract basis to help support their ongoing business needs. This role is on-site in Houston, TX.

The Meeting & Event Coordinator will provide support to the Workplace Manager with all aspects of the planning and execution of internal meetings and events, including reservations, room setup, catering, rentals, and audio/visual (AV). The Meeting & Event Coordinator will be the main point of contact for meetings and events held in the on-site conference center and assist with off-site events as necessary within a corporate real estate environment.

The Meeting & Event Coordinator is responsible for delivering exceptional experiences for the client's employees and guests every day through proactive communication and high-touch hospitality-focused service. The role is client-facing, and the Meeting & Event Coordinator must be able to exhibit exceptional customer service and communication skills while maintaining strong receptionist capabilities with front desk responsibilities, ensuring professionalism and security protocols.

Responsibilities:

• Execute high-profile meetings and events involving senior executives, ensuring seamless delivery and execution
• Serve as the primary point of contact for conference center bookings and respond to client requests in a timely manner
• Consult with clients to determine event requirements, including space planning, room setup, audio/visual needs, catering, and event support
• Manage conference center operations and logistics using client scheduling and booking software
• Coordinate room setup and breakdown, catering services, equipment rentals, and AV support
• Collaborate with vendors, facilities teams, and service providers to ensure smooth execution with minimal disruption
• Maintain meeting rooms and collaboration spaces in clean, ready-to-use condition when not in use
• Deliver high-touch hospitality services, anticipating needs and exceeding client expectations
• Build and maintain strong relationships with conference and event clients
• Provide a professional and welcoming guest experience from arrival through departure
• Conduct daily site walks to identify operational, safety, or quality issues
• Collect stakeholder and attendee feedback and integrate insights into continuous improvement efforts
• Follow escalation procedures and incident reporting protocols
• Partner with facilities management, engineering, and project management teams to support workplace functionality
• Utilize work order platforms to support maintenance requests and invoice submissions
• Provide backup reception coverage as needed
• Perform additional administrative and operational duties to support overall workplace operations

Skills and Qualifications:

• Bachelor’s degree or equivalent professional experience
• 1–3 years of experience in event planning, hospitality, project management, or a related field
• Strong front desk or receptionist experience with professionalism and security protocol awareness
• Excellent verbal and written communication skills suitable for corporate environments
• Exceptional customer service and hospitality mindset
• Proficiency in Microsoft Office applications including Excel, Word, PowerPoint, and Outlook
• Experience using event management and scheduling software
• Experience coordinating audio/visual technology and external vendors
• Strong organizational and multitasking skills with the ability to manage multiple events simultaneously
• Ability to work collaboratively in fast-paced corporate environments
• Experience using ticketing or work order systems
• Ability to lift up to 25 pounds and maintain mobility throughout office facilities

Preferred Qualifications

• Experience managing conference centers or corporate events
• Proven experience supporting senior executives and external stakeholders
• Advanced proficiency in Excel functions
• Experience with building automation, security access control, or space planning tools
• Familiarity with collaboration and document management platforms such as SharePoint
• Strong technical aptitude with event and workplace technologies

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.