Offers “CGI”

Expires soon CGI

Event Coordinator

  • Houston (Harris)
  • Community management

Job description

Job Description

Event Coordinator

Position Description
Be a member of the Real Estate team at client facility to assist in delivering top quartile performance for events, communications & onboarding in all trade areas at the client facility and considers safety to be the priority. Provide top quartile event management and communication services.

•Enact as site lead delegate for key & senior leadership (external & internal) when managing tours, events, communications & onboarding at CLIENT

•Accountable for meeting Client HSE expectations in terms of integrity, performance and behaviors in alignment with hiring company.

•Liaise with Real Estate Soft Services team and CLIENT businesses to manage expectations and performance of events in alignment with the HSE Manual and Client Control Framework for Event Management (on site); Utilize Event Procedure as set forth in the HSE Manual

•Work with service providers, Asset Protection manager, site businesses, Client Event leads, HR and HSE to achieve successful event planning and management.

•Measurement of performance by successful delivery and customer satisfaction

Your future duties and responsibilities
•Lead coordinator for all site events. Events are defined as any meeting, event, training or social gathering requiring collaboration of site services, typically over 10 attendees or an EVP.

•Will work directly with Site Service Manager for all events

•Receive event request, update event calendar and create annual site event listing

•Schedule site wide events (annually) well in advance on Condeco calendar system.

•Review site calendar (Condeco) to review and understand upcoming events (when not submitted trough the event request process)

•Manage event submittal process by insuring accuracy of event submittal information, communication to service teams for coordination and maintaining sharepoint links with evergreen forms

•Full coordination of site wide annual events inclusive, but not limited to: Car Show, Blood Drives, Chili Cook Off, Town Halls, Health seminars, Holiday events, etc

•Coordination of multiple Real Estate site service vendors, inclusive of Pioneer, BR, Security & Compass. All services (cleaning, catering, security, etc. to go through onsite Service Vendors)

•Coordination of any non-Real Estate vendors, inclusive of site safety protocols and escort processes

•Overseeing safety measures, such as permitting needs, event capacity and code compliances

•Communications to the site via timely invitation and standard site communications (My News, Yammer, monitors, etc.)

•Responsible for maintaining photographs of each event onto Sharepoint

•As focal point of events, must coordinate meetings and assign action items in alignment with the current event process and Event Procedure

•Seek and manage volunteers for site events

•Responsible for managing event budget and assigning charges to the correct WBS element for site events

•Manage the event closets (give aways, decorations, supplies)

•Coordinate all event activities with local business contact or liaison. Recognize delineation of actions between event coordinator and business contact/liaison.

•Be present during all events to assist when necessary. Note on occasion this will include after hours.

Tours at CLIENT

•Coordinate, organize and set up tours for site visitors

•Tours include coordination with business lab contact

•Coordinate services needed in lab to prepare for visit (such as contact services team for floor cleaning)

•This role does not coordinate business required lab tours, only site wide event tours. All business required lab tours will be managed by the business liaison. Must coordinate tour activity with business liaison (example: Projects & Technology P&T) to minimize taxing requests on the Business

•Manage the FRC in the Visitors closet for tour guests; inclusive of business tour guests

Internal Communication Responsibilities:

•In absence of an internal communications Client lead, coordinator is responsible for overseeing the content of internal communications via HUB monitors, Sharepoint, CLIENT News, CLIENT Yammer.

•Facility, own and manage site web page & it’s content to insure professional, useful and updated information. This is to include site portfolio (“white paper”) of CLIENT noting facts, information, data & imagery as appropriate for communications.

•All communications to be reviewed in collaboration with the Site Service Manage to insure integrity, necessity and brand compliance.

•Responsible to work with AV technician to design, implement and manage content on all HUB Client TVs. Content to be related to Client and CLIENT.

Onboarding Responsibilities:

•Facilitate & coordinate site onboarding; inclusive of all business groups at CLIENT

•Coordinate required onboarding efforts with HSE, HR, Security and Business Groups

Diversity Groups

•Maintain evergreen list of diversity groups and contacts at CLIENT.

•Coordinate participation of diversity groups in events as applicable.

Required qualifications to be successful in this role
• Must work well with others; genuine social aptitude

• Have attention to detail & high organizational skills

• Strong personal relationship, collaboration capabilities, verbal and written communication skills

• Ability to work well under pressure with changes, be flexible with decision making for solutions

• Preference to have had prior event coordination experience of working with multiple groups simultaneously for planning, scheduling, budgeting and overall communications.

• Proficient in Excel, Word, Outlook, Powerpoint, Yammer, SharePoint

Build your career with us.

It is an extraordinary time to be in business. As digital transformation continues to accelerate, CGI is at the center of this change—supporting our clients’ digital journeys and offering our professionals exciting career opportunities.

At CGI, our success comes from the talent and commitment of our professionals. As one team, we share the challenges and rewards that come from growing our company, which reinforces our culture of ownership. All of our professionals benefit from the value we collectively create.

Be part of building one of the largest independent technology and business services firms in the world.

Learn more about CGI at www.cgi.com .

No unsolicited agency referrals please.

CGI is an equal opportunity employer.

Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

CGI provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job in the U.S., please email the CGI U.S. Employment Compliance mailbox at US_Employment_Compliance@cgi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned .

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All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary dependent upon specific assignment and/or level of US government security clearance held.

CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI’s legal duty to furnish information.

Skills

·  Project Management Office
·  Microsoft Excel
·  Microsoft Word

Reference

712402

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