CONFERENCE CENTER COORDINATOR

CONFERENCE CENTER COORDINATOR

Portfolio Management Division

CS-11

INTRODUCTION

The Conference Center Coordinator is responsible for the day-to-day administration, coordination, and operational oversight of the conference rooms at 3924 Minnesota Ave, NE (DGS Headquarters). This position serves as the primary point of contact for conference room scheduling, event and meeting support, room readiness, setup coordination, and resolution of conference room-related issues.

The position ensures that conference rooms and associated spaces are consistently maintained, properly configured, and available to meet the operational needs of DGS staff, leadership, tenants, and external stakeholders. The Coordinator will work closely with DGS facilities, logistics, security, janitorial services, the building landlord, vendors, and requestors to ensure efficient and professional delivery of conference room services.

MAJOR DUTIES AND RESPONSIBILITIES

Conference Room Center Operations

- Manage the daily operations of the DGS Headquarters Conference Room Center, ensuring meeting spaces are clean, functional, properly equipped, and ready for use.

- Monitor and coordinate conference room reservations, configurations, equipment, signage, and other meeting requirements.

- Conduct routine inspections and identify, document, and coordinate resolution of maintenance, technology, furniture, and facility-related issues.

- Conduct pre-meeting walkthroughs to discuss and confirm layout requests, verify technology needs, and determine if there are any additional requests.

- Conduct post-meeting walkthroughs to ensure rooms are restored to standard configurations and all equipment and furniture is fully operational.

- Maintain current knowledge of room capacities, capabilities, furnishings, and resources.

- Administer OfficeSpace and other workplace management systems supporting conference room scheduling and operations.

Scheduling, Customer & Event Support

- Serve as the primary point of contact for Requestors regarding conference room availability, scheduling, policies, and operational procedures.

- Assist the Requestor in identifying appropriate meeting spaces based on capacity, meeting type, and a needs assessment.

- Manage the conference room calendar, resolve scheduling conflicts, and communicate changes, cancellations, and other operational matters.

- Coordinate with IT, facilities, move vendors, delivery, and other support teams to meet operational needs and resolve service-related issues.

- Communicate deficiencies or recurring issues to the appropriate DGS representative.

- Maintain an accurate inventory of conference room furniture, equipment, supplies, and other operational resources and report damaged, missing, or inoperative assets.

- Perform other related duties as assigned.

Qualifications

Minimum Qualifications

Education & Experience :

- Bachelor's degree in business administration, facilities management, hospitality management, public administration, or a related field; or

- A combination of education and specialized experience that provides the equivalent knowledge, skills, and abilities.

- One year of specialized experience equivalent to the CS‑10 level, performing duties such as facility/space coordination, conference or event scheduling, or office/administrative operations management.

Knowledge, Skills & Abilities

- Working knowledge of room-scheduling/workplace management software (e.g., OfficeSpace or comparable systems).

- Ability to coordinate across multiple stakeholders — facilities, IT, security, janitorial, vendors, and building management/landlord — to resolve operational issues.

- Strong customer service and communication skills; comfortable serving as the primary point of contact for internal and external requestors.

- Ability to conduct walkthroughs/inspections, identify deficiencies, and track resource inventory (furniture, AV equipment, supplies).

- Organizational skills to manage a shared conference room calendar and resolve scheduling conflicts.

- Ability to work independently with sound judgment in a fast-paced, service-oriented environment.