IST Management Services, Inc.

Conference Services Director

Job Locations US-NY-New York 
ID
2019-1037
Category
Administrative/Clerical
Type
Full-Time
Pay Type
Salary
Min
USD $50,000.00/Yr.
Max
USD $55,000.00/Yr.

Overview

During these uncertain times - IST is leaning heavily on video interview technology and delaying most hires to slow the spread of the covid19 virus. We are however still actively interviewing and committed to providing gainful employment opportunities to our candidates as soon as it is once again possible, safe, and socially responsible to move forward.

 

IST is a rapidly growing business process outsourcing (BPO) company and the largest American privately-owned facilities management company. Founded in 1997, the company is a two-time recipient of the Human Resources Professional Excellence Award granted by the Society for Human Resource Management. We pride ourselves on our commitment to excellence in service and upward mobility for our talented and dedicated employees.

 

Benefits Include: Medical, Dental, Vision, STD, LTD, Life, 401K, Paid Time Off, and Bonus Incentives

 

 Hours/Compensation: Monday-Friday, normal business hours; $50,000 - $55,000/yearly (salary), based upon experience. Based in Manhattan, the candidate will provide a wide range of facility-related duties for the New York Office.

Responsibilities

Responsibilities include but are not limited to:

  • Host daily huddle with team to review IST standards and best practices.
  • Coordinate replacement staff for PTO and callouts.
  • Prescreen job applicants.
  • On board new hires.
  • Review Site Specific SOPS for Hospitality and Reception to ensure they are all relevant and up to date.
  • Process weekly payroll.
  • Run the Overtime reports and ensure proper information has been entered for billable OT (agency name, person requesting the OT and job code).
  • Update employee profiles.
  • Ensure all service levels are being met in Hospitality and Reception.
  • Cross train positions in Hospitality and Reception.
  • Coordinate daily assignments for Hospitality Staff. Prepare the Master Schedule and Banquet Event Orders to complete the staff assignments for the next day in addition to the evening staff to set for the morning meetings.
  • QC all meetings with amenities 15 minutes prior to the start time of the meeting.
  • Meet and greet all meeting hosts who require a VIP meet and greet.
  • Walk all floors checking all conference rooms to ensure the space is kept according to the Conference Room Setup and Maintenance SOP’s.
  • Conduct daily walk through of the space checking conference rooms, pantries and office areas. Report any maintenance issues to the client (damaged furniture/walls/structures, stained carpet/furniture, walls needing to be painted, etc.)
  • Troubleshoot malfunctioning appliances and report to the client when repairs need to be scheduled.
  • Ensure all service levels are being met in Hospitality and Reception.
  • Monitor milk consumption and inventory against reports compiled by pantry staff.
  • Follow up with Coffee Bar Specialist to ensure all supply orders are placed through Aramark and inventory is up to par.
  • Monitor inventory for hospitality equipment and work with Facility Managers to place orders as needed.
  • Conduct site inspections to ensure the facility meets client standards.
  • Work closely with the On Site Director of Operations to ensure all aspects of the facility are running and working properly.
  • Report any appliance malfunction to the client facility managers to schedule service, as well as ensure proper signage is placed on the “out of order” appliance.
  • Work closely with facility managers to coordinate scheduled meetings around scheduled construction.
  • Assist receptionists with scheduling meetings appropriately when challenging situations arise which involve space concerns.
  • Manage the daily workflow of hospitality and receptionist staff including goal setting, exceeding and or meeting client expectations, providing ongoing feedback, training/coaching, staff development huddles etc.
  • Partner with agency staff to coordinate and plan special events and high profile meetings. Including updating Confirm with details and personally executing the meeting/event with the Hospitality Team.

Qualifications

Experience:

  • Work with vendors to provide a smooth delivery with setup and break down for catering, furniture/linen rental, audio visual and any additional equipment rentals.
  • Coordinate dry cleaning pick up/drop off for hospitality linens.
  • Coordinate dry cleaning pick up/drop off for hospitality linens
  • Working knowledge of Microsoft Excel, Word, and Outlook
  • Proven ability to manage tasks with competing priorities and deadlines, independently determining the order of priority and self-initiating other value-added tasks
  • Outstanding initiative, a strong work ethic, and attention-to-detail
  • Exceptional customer service skills
  • Ability to lift up to 50 pounds
  • Strong verbal and interpersonal communication skills
  • Team-oriented and possesses strong integrity and professionalism

IST provides reasonable accommodations to individuals with a disability in accordance with applicable law in both the application and employment stages. If you require any accommodation in completing your application for employment, please inform the National Director of Talent Acquisition, Sydney Ayers, by following this link http://www.istmanagement.com/talent-acquisition-team.html for direct contact information.

 

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