Job Description

Forrest Solutions is seeking a Meeting Support Specialist to work onsite with one of Forrest Solution’s most premier clients in the Financial Industry. The Meeting Support Specialist will provide high end hospitality support, to ensure the onsite external guest conference center experience is a white-glove, 5-star, personalized experience. You will set up rooms and event space, supports meeting hosts, coordinate with AV and IT services, restocking office supplies, serve as back-up reception. This is a great opportunity to provide white-glove service and play a key role in facilitating seamless events and operations at a prestigious accounting firm while contributing to outstanding client service.

The Meeting Support Specialist will be an ambassador for our client by ensuring guests receive the best representation of what they will experience when meeting with the company. We are looking for a high energy, dynamic, hospitality & service focused experienced individual who excels in high volume, fast paced corporate setting with a high-end clientele.

Location: New York, NY10022

Status: Full time, 40 hours

Shift : Monday - Friday

Hours: flexible schedule to support potential overtime when requested: hours of operation 6:30am – 7pm (may extend due to early or late events)

Pay: $28.00 per hour

Essential Job Functions:

• Room Setup & Event Support
• Set up training and conference rooms according to client specifications outlined in event diagrams and special forms. Adjust room sizes by moving airwalls between spaces as needed. Tape down wires and cables to ensure safety and professionalism. Place training materials on tables as requested and ensure the room is properly prepared for meetings.
• Cleanup & Post-Event Maintenance
• Collect and dispose of leftover materials after meetings and events. Ensure the room is returned to its original setup and the area is cleaned promptly.
• Client & Room Requirement Verification
• Verify that all room requirements are met, including lighting, supplies, AV equipment, temperature, and room setup. Address any issues that arise in real-time to maintain client satisfaction.
• Equipment Management
• Ensure all additional equipment used during meetings is returned to its proper storage location and securely stored when not in use.
• Customer Relations & Support
• Maintain good relationships with clients and guests by answering questions and addressing concerns with timely and knowledgeable responses. Monitor all meeting rooms for participants, ensuring the correct number of participants are booked and that no-shows are identified.
• Floor Monitoring & Facility Management
• Perform regular floor tours to monitor room conditions and ensure spaces are in optimal appearance and readiness for meetings. Ensure all meeting spaces are properly prepared before and during scheduled events.
• Creative Solutions & Customer Needs
• Use tools and resources to identify and resolve customer needs creatively, ensuring a first-point-of-contact resolution. Capture data and report customer interactions for continuous service improvement.
• Policy Compliance & Safety
• Adhere to Forrest Solutions and client policies and procedures, including safety regulations. Recognize that client policies take precedence and seek clarification when needed from Forrest Solutions management.
• Training & Development
• Participate in ongoing training sessions to enhance skill sets and improve service delivery. Stay up-to-date on the latest AV technologies and best practices for event management.

Competencies:

• Client-First Mentality: Ability to prioritize client needs and ensure a high level of satisfaction.
• Attention to Detail: Demonstrates accuracy in room setups, AV configurations, and customer service.
• Multitasking & Adaptability: Ability to juggle multiple tasks and adapt to changing priorities in a dynamic environment.
• Decision-Making: Solid decision-making skills to resolve issues within the scope of the position.
• Communication: Strong interpersonal skills to communicate effectively with clients and team members.

Position Requirements:

• Experience/Education:
• 2-3 years of experience in the service industry (e.g., hospitality, event planning, or customer service). Previous experience in a similar support role within a corporate or client-facing environment preferred experienced with back-of-house support services.
• Technical Skills:
• Proficiency with Microsoft Office Suite, Google Docs, and general AV equipment operation. Ability to troubleshoot basic AV and technical issues during events.
• Physical & Environmental Requirements:
• Ability to stand for extended periods and move equipment. Must be comfortable in a fast-paced, high-energy environment.
• Other Requirements:
• Strong communication skills, both verbal and written. Ability to interact with clients of all professional levels and maintain a high level of professional appearance and demeanor. Must be able to adapt to changing priorities and deadlines.

About Us:

Forrest Solutions is a national outsourcing and staffing firm, headquartered in NYC.

We provide best in class technology and world class, white-glove delivery of critical business functions, and are the market leaders in onsite outsourced WPX™.

" Exceptional talent serving Exceptional talent"

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.

The compensation outlined reflects expectations for candidates who fully meet the role’s qualifications in terms of education and experience. While the position is open to both internal and external applicants, if a current Forrest Solutions employee is selected and does not meet all criteria, the title, structure, and compensation may be adjusted accordingly based on internal guidelines.

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