Conference Room Coordinator

DescriptionCHENEGA WORLDWIDE SUPPORTCompany Job Title: Conference Room CoordinatorClearance: Background CheckLocation: Washington, DCReports To: Program ManagerFLSA Status: Non-Exempt, Full Time, RegularSummary:The USAID Annex (UA) and Ronald Reagan Building (RRB) have large conference centers that will be utilized by the entire Agency. The creation of these resources requires a cultural change for the way that USAID operates and will require a full time resource to manage each of these spaces. The Conference Room Coordinator is essential to the overall success of the conference center and the driving force in making this resource customer friendly and easy to use. The ideal Coordinator is a proactive problem-solver, detail-oriented, and customer service driven individual with the ability to ensure USAID employees and their guests thrive in their usage of large conference rooms in both the UA and the RRB.Duties and Responsibilities:

Ensure all occupancy protocols for tenants and visitors of the UA and RRB are met.

Oversee space reservations for the UA and RRB conference and training facilities.

Serve as a resource for employees who need assistance in making, changing, checking-into or managing reservations either in person or remotely.

Work alongside building management to ensure common areas and shared resources are maintained in an operable status. This includes, but is not limited to ensuring:

Meeting supplies are available such as:

Whiteboards and whiteboard markers

Cabling for technology is present

Paper and staples are provided for printers/copiers

Shared workspaces are in a clean and usable condition.

Placing tickets for room configuration

Coordinating with building movers.

Pull reports to support preparation of space utilization reports and support actions based on the studies to improve building operations and/or employee performance.

Partner with the Office of Civil Rights and Diversity (OCRD) to understand and support the reasonable accommodation requests and work to execute approved reasonable accommodations.

Partner with the Office of the Chief Information Officer in the Bureau for Management (M/CIO) to be knowledgeable, trained, and able to support the full usage of the technology within a conference room to include, but not limited to:

Projectors

Phones

Web-cams

VTC

TV screens

Internet access

Virtual meeting software, etc.

Support conference room users in troubleshooting technology and equipment issues.

Serve in an administrator role for the Google Calendar reservation system with ability to triage meetings as needed.

Support requests for reservation system data or conference room usage data to support agency understanding of tenant behaviors and inform future space management practices, policies, and protocols.

Pull data from the reservation system and any other utilization documentation to support space planning strategy.

Perform various special projects supporting the changing, evolving and maturing business practices related to use of conference center in a smart occupancy building.

Identify topics of major concern that must be addressed by leadership in the Bureau for Management.

Work with higher grade specialist to ensure these problems or issues are brought to the attention of the appropriate program officials within the building management team

Other duties as assigned

Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

High school diploma/GED required

3 years of conference room management

Knowledge, Skills and Abilities:

Ability to obtain a Secret Clearance

Knowledge of the following:

Reservation system and available data and/or other systems to support data management related to conference center usage

Tenant space utilization and analysis of needs

M/MS related roles sufficient to advise on the execution of:

Facilities management

Building operations and maintenance requirements

Impacts to building occupants

Life cycle approaches to facilities asset management

Health and safety hazards applicable to facilities including:

Life safety

Electrical

Confined spaces

Fall protection

Other potential exposures

Property risk including:

Fire protection

Wind

Flood

Seismic

Other potential exposures

Safety, health, and fire protection requirements in construction, O&M, and custodial contracts

Building physical security requirements and risk mitigation, building access procedures, and response

Network, space management, virtual communications, as well as new technologies

Building automation systems, CAFM, Google Calendar (reservation system), and other data and technology resources and information

UA and RRB Agency resources:

Operational protocols and its conference center technologies

Major issues

Goals and objectives

Work processes

Administrative operations

Basic emergency management including:

OEP's

Evacuations

Sheltering in place

Active shooter

Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness

Skills in:

Customer-oriented troubleshooting and planning

Industry awareness

Innovations and impacts

Strong customer service skills to enable individuals to successfully engage with conference center users

Interpersonal and negotiating skills to maintain building operations and tenant/customer satisfaction

Ability to travel

Ability to pull conference center utilization data to inform decisions regarding space management

Ability to plan space reorganizations to accommodate changing tenant requirements

Ability to resolve problems relating to space assignment and use

Ability to communicate protocols one-on-one, in a small group, to a large forum, and over virtual mediums

Ability to negotiate with all levels of employees to ensure space occupancy is appropriately managed within the properties of USAID’s operational protocols

Ability to make on-the-spot decisions regarding the utilization of space and communicate those decisions in a manner that maintains tenant/customer service by supporting those adversely affected by the decision

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)

The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.

During visits to areas of operations, may be exposed to extreme cold or hot weather conditions. Is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and loud noise.

Chenega Corporation and family of companies is an EOE.Equal Opportunity Employer/Veterans/DisabledNative preference under PL 93-638.We participate in the E-Verify Employment Verification Program.Primary Location: United States-District of Columbia-Washington DCOrganization: Chenega Worldwide Support Strategic Business Unit: Military Intelligence and Operations Support Security Requirements: Background Check Job Schedule: Full Time Non-Exempt Recruiter: Melody Parsons Req ID: 2000000815