Conference Operations Associate

Position Overview

Circles is seeking a dedicated Conference Operations Associate to join our dynamic team in supporting a bustling conference center. This role focuses on creating a seamless and welcoming experience for all visitors, ensuring that conference rooms and other event spaces are prepared and ready to meet the highest standards. Working closely with the Operations Manager, Team Lead, and onsite technicians, you’ll play an essential role in supporting event setup, maintaining readiness, and addressing the evolving needs of our clients.

This role is ideal for a candidate with a background in luxury hospitality or customer service who brings a proactive approach and attention to detail. If you thrive in a fast-paced environment and enjoy crafting exceptional experiences for both employees and visitors, this role is for you.

Compensation for this role is: : $29-$30 per hour

 Job Responsibilities

·         Support conference operations across multiple functional areas to ensure a consistently positive customer experience.

·         Prepare, set up, and reset conference rooms, maintaining furniture layout, equipment, and cleanliness standards.

·         Collaborate with facilities movers for additional labor support, including relocating tables, furniture, and equipment as needed.

·         Assist Meeting Services Technicians (MSTs) with basic equipment setup, including wire management, power access, and equipment retrieval and storage.

·         Be available for work outside regular hours to meet all conference needs before and after attendee hours.

·         Greet visitors warmly, answer questions, and provide guidance to create a welcoming atmosphere.

·         Identify opportunities to enhance the customer experience and provide recommendations to leadership for service improvements.

·         Report and monitor maintenance issues that impact customer experience, collaborating with facilities to resolve them promptly.

·         Assist with the deployment, maintenance, and storage of furniture when Facilities is unavailable.

·         Perform daily housekeeping of conference spaces, including whiteboard cleaning, marker replenishment, and adaptor replacement.

·         Address any issues related to room readiness, cleanliness, and condition, coordinating with facilities and internal teams for prompt resolution.

·         Maintain organized storage areas and manage inventory of conference materials and supplies.

·         Assist with setups for special events in areas like Lakeview and the Rooftop Terrace, as well as the GA rooms.

• Document all client interactions and service tasks in the CRM system daily to ensure accurate and comprehensive records are maintained

·         Complete other operational duties as assigned.

Requirements

Competencies

·         Positive and proactive attitude with a willingness to jump in wherever needed.

·         Strong communication skills to engage with team members, clients, and vendors, fostering productive relationships.

·         Sound judgment and critical thinking for assessing situations accurately and making thoughtful decisions.

·         Professional phone etiquette and efficient call routing skills.

·         Proficiency in Microsoft Office, Outlook, and other business applications.

·         Strong organizational and multitasking abilities to maintain high levels of accuracy.

Requirements

·         Minimum of 2 years in hospitality, meetings and event support, or facility maintenance.

·         Ability to lift equipment and move furniture up to 50 pounds safely.

·         High school diploma or equivalent required; additional training or education is a plus.

·         Project management experience is beneficial but not required.

Benefits

• Medical, dental, vision insurance starting the first day of the month after hire

• Long-term and short-term disability insurance paid for by Circles
• 401k with match
• Life insurance paid for by Circles
• Generous PTO policy - Accrue up to 15 days during your first year
• Paid holidays
• One paid day off per year to volunteer
• Access to discount programs
• Four-week paid sabbatical every five years
• HSA/FSA account eligibility
• Access to Employee Assistance Program
• Access to Employee Benefit Resource Groups that provide ongoing learning and mentorship opportunities