Meeting & Events Coordinator

Meeting & Events Coordinator

Job ID

287635

Posted

23-Jul-2026

Service line

Advisory Segment

Role type

Full-time

Areas of Interest

Property Management

Location(s)

Chicago - Illinois - United States of America

Hi, we're Host!

We believe your office should allow you to feel comfortable, productive and inspired in your working life. Because when people feel inspired, great things happen.

As the heart of the workplace, you will help foster a sense of community by putting the well-being of others at the forefront. As you collaborate with colleagues to create a culture of support, you will have countless opportunities to inspire moments of delight and pursue amazing outcomes each day.

With Host, you can join a team that elevates the office experience by delivering world-class services that make coming to work better than it's ever been.

About The Role:

The Meeting & Events Coordinator role is at the forefront of delivering a positive office experience as a cultural ambassador, community advocate and service leader.

Host uses people-led, technology-enabled services to connect employees to their environment via their mobile devices, as well as through high-touch services and world-class customer service support delivered by employees like the Meeting & Events Coordinator.

In this role, you would provide experience services and support to increase individual well-being, personal productivity, and organizational effectiveness.

As part of a "front-of-house" team, the Meeting & Events Coordinator is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing services.

The role is onsite in Chicago, IL USA. The minimum base salary is $26.45/hour and the maximum is $28.85/hour.

What You'll Do:

• Provide coordination and support for delivery of Workplace Services.
• Services include, but are not limited to: Concierge, Reception / Switchboard, Room Management, A/V Support, Meeting & Event Management and Marketing, Community Programs, Meeting Supply Equipment, Food Services, Parking & Commute, Bicycle, Supported Employment, Company Store, , Document Services, Mail Services, Record Archiving, Office Supply Management, Moves, Adds, Changes, Furniture and Cable Management, Space Reset, Entrance Screening Protocol, Workplace Onboarding, Sustainability Initiatives and Recycling.

Tenant Relations

• Manage tenant relation program, including organization of all tenant events inclusive of Meet the Artist Events, holiday events, including contracting catering, linens and floral for all events. Manage marketing and communication of all events. Creates and publishes a monthly tenant newsletter, pushes all communications and marketing through Host Core App. Manages building social media accounts.
• Schedule recurring electronic waste recycling events, paper shredding events, tenant furniture removals as needed by tenants.
• Assist Management Team with the rotating artist exhibit in the lobby. Review artist work and present their work to SREM for potential exhibits. Coordinate Meet the Artist events, as-budgeted, Work with off-site graphic designer to create art pieces such as the exhibitor handout and poster. Maintain Art section of building website.
• Deliver orientations, such as tours of facility, how to submit a work order, where supplies are kept and ordering procedure, amenities, and software ordering. Provides overview of Host Experience service.
• Assist in the completion of the Service Business Continuity plan.
• May support coordination of moves, adds, and changes (MAC).
• Support leasing tours, including ordering of prospect signage, snacks and beverages for tour, in addition to other requests by leasing and management team as needed.
• Greet employees and announces clients and visitors. Issues visitor passes and validate parking.
• Receive and direct incoming calls to appropriate parties.

Office Management

• Maintain orderly and organized appearance of all common areas of the management office. Manage inventory of necessary office supplies (toner, paper, etc.), packaging materials, coffee and break room supplies. Order supplies for amenity spaces, fitness center and management office. Maintain building stationary and personnel business cards
• Assist tenant employees with new key card requests.
• Send all letters, mailings and messenger services. Mail is delivered daily. Open and sort accordingly
• Prepare and distribute tenant memos and communications after REM/SREM approves (Holiday closures, maintenance projects, Fitness Center announcements, art parties, etc.). Maintains and delivers nightly Memorandums to the Building Staff. Maintains and delivers Memorandums to the Janitorial Staff as needed.
• Maintain Front Desk Binder updates for new and updated procedures, as-needed. Maintain professional and friendly relationships with tenants and vendors; follow up and follow through timely on any tenant or vendor requests; provide exceptional customer service.
• Utilize and maintain integrity of databases, support data entry of required reports and other digital tools associated with service delivery, as requested. This includes maintaining and auditing tenant contact lists, email lists, emergency contact lists - on file, in PULSE and in the contracted emergency communication platform, bike room and fitness center forms and contact lists.
• Maintain awareness of the workspace. Submit janitorial and maintenance work orders as needed and/or communicates with appropriate partners to address issues. Respond to customers of behalf of other team members (e.g. Facilities or Janitorial Team). Follow up with facilities and janitorial teams to ensure work orders are being completed in a timely manner. Follow up with tenants on satisfaction of work completed. Facilitate larger billable tenant requests, such as carpet cleanings, tenant kitchen cleanings, painting, etc. and ensure backup is submitted with invoices.
• Respond to customer requests and complaints promptly with accurate and thorough information according to the specific request. Assist with minor cleaning of amenity center, and light duty adjustments of furniture, as needed in setting up for events.
• Provide support for Management Team as directed, including expense management, meeting coordination, equipment care, and supply management. Ensures all billings for business services are invoiced and billed as required. Administers property invoices, billback and billing forms.
• Assist with Accounts Payable as necessary. Upload invoices into P2P, collect and maintain w9's for vendors, assist Assistant Manager to update vendor billing information, set up new vendors for the property accordingly. Provide supporting documents to corresponding invoices, update PO's in P2P as orders are received. File check copies and invoices into vendor folders as necessary.
• Maintain records of vendor and tenant proof of insurance and contractual documentation in place, per requirements.
• Collaborate with vendors employees who provide services and goods.

Amenity Management

• Manage conference room and tenant lounge reservations. Assist with meeting set up, furniture reset, and delivering temporary equipment and supplies. May make recommendations on improvements if needed. May assist with temporary signage. Administer and follow up on Tenant Lounge and Conference facility maintenance and janitorial inspections. Create and maintain any instructions to be distributed to tenants.

Marketing, App & Website Management

• Curate and administer of the Host platform and App and client materials customized to meet to the full Host experience. Ensure client and company materials comply with client and company brand guidelines. Promote App and administer integrations into the app with other stakeholders. Push all tenant communications. Ensure up to date information is live and available on the Host Core App.
• Maintain the building website to ensure accurate and up-to-date information is posted, maintains the tenant directory, the Lobby Art Rotation and building amenities.

Reporting

• Assist management team with completion of reports to ownership related to events and tenant services.
• Generate a monthly Host Report recapping budget, "wins and losses," attendance and pictures of events, etc., due by 5th of every month for prior month.
• Update assigned GL budgets for review and consideration for next year's budget. Assist in the assembly of final and draft budget binders to owner and staff.
• Follow security and emergency procedures as defined for the property. Respond to emergency situations in a calm, efficient manner. Summon appropriate assistance and makes appropriate notifications in accordance with operating procedures.
• Attend various networking activities, including BOMA, CREN, etc. to develop and maintain tenant and vendor relationships. Encouraged to take additional courses to enhance career and improve customer service skills.
• Perform other duties as assigned.

What You'll Need:

To perform this job successfully, an individual will need to perform each crucial duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• HS Diploma or GED required.
• A minimum of 1 year of front desk, concierge, customer service or other hospitality experience is preferred.
• Superior executive function and solid communication skills. Experience managing projects required.
• Experience posting on social media and managing email campaigns.
• Ability to multitask and prioritize tasks effectively. Exceptional organization and time management skills.
• Detail-oriented and capable of problem-solving on the spot.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
• Comfortable meeting and engaging with new people.
• Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
• Utilize a high level of attention to detail as well as strong interpersonal skills and proven communication skills - both written and verbal.
• Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.
• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.
• Ability to work flexible work schedules based on office needs.
• Strong problem-solving skills. Highly adaptable and flexible. Ability to work independently with little supervision.
• Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 20 lbs. and occasionally lift/move up to 40 lbs.
• Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

Why CBRE?

When you join CBRE, you become part of the global leader in commercial real estate services and investment that helps businesses and people thrive. We are dynamic problem solvers and forward-thinking professionals who create significant impact. Our collaborative culture is built on our shared values - respect, integrity, service and excellence - and we value the diverse perspectives, backgrounds and skillsets of our people. At CBRE, you have the opportunity to chart your own course and realize your potential. We welcome all applicants.

Our Values in Hiring

At CBRE, we are committed to fostering a culture where everyone feels they belong. We value diverse perspectives and experiences, and we welcome all applications.

Disclaimers

Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.

Applicant AI Use Disclosure

We value human interaction to understand each candidate's unique experience, skills and aspirations. We do not use artificial intelligence (AI) tools to make hiring decisions, and we ask that candidates disclose any use of AI in the application and interview process.

About CBRE Group, Inc.

CBRE Group, Inc. (NYSE:CBRE), a Fortune 500 and S&P 500 company headquartered in Dallas, is the world's largest commercial real estate services and investment firm (based on 2024 revenue). The company has more than 140,000 employees (including Turner & Townsend employees) serving clients in more than 100 countries. CBRE serves clients through four business segments: Advisory (leasing, sales, debt origination, mortgage serving, valuations); Building Operations & Experience (facilities management, property management, flex space & experience); Project Management (program management, project management, cost consulting); Real Estate Investments (investment management, development). Please visit our website at www.cbre.com.

Equal Pay Disclaimer

CBRE carefully considers multiple factors to determine compensation, including a candidate's education, training, and experience. The minimum base salary for the Meeting & Events Coordinator is $26.45/hour and the maximum base salary is $28.85/hour. The compensation that is offered to a successful candidate will depend on the candidate's skills, qualifications, and experience.

Equal Employment Opportunity: CBRE has a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company's success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at recruitingaccommodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada).

Host

Host is a service line of CBRE, the world's largest commercial real estate organization. Our mission is to increase individual well-being, personal productivity and organizational effectiveness through people-led, technology-enabled services. Put simply: our goal is to help people work smarter and delight in doing it.

Our experience offering connects employees to their environments - via technology, amenities, and communities that matter the most. Host's scalable product suite includes concierge-quality services provided by talented CBRE "hosts"; world-class customer service training and certification; and a powerful, enterprise-grade technology platform.

The platform, which can be tailored to specific client requirements, features a robust mobile experience that allows users to navigate the workplace, schedule meetings with colleagues, reserve workspaces, use food and beverage services, and access building and concierge services.

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