Chenega Corporation Conference Room Coordinator in Washington DC, District Of Columbia
CHENEGA WORLDWIDE SUPPORT
Company Job Title: Conference Room Coordinator
Clearance: Active Secret Clearance
Location: Washington, DC
Reports To: Program Manager
FLSA Status: Non-Exempt, Full Time, Regular
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. This is done by overseeing space reservations for the UA and RRB conference and training facilities. Additionally, this includes serving 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 white boards and white board markers, cabling for technology is present, paper and staples are provided for printers/copiers, and shared workspaces are in a clean and usable condition. This would also include placing tickets for room configuration and 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.
Performs other duties, as assigned, to support customers and/or operations of conference center.
Other duties as assigned
Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)
High School Degree
3 years of conference room management (preferred)
Active Secret clearance
Knowledge, Skills and Abilities:
(1) Knowledge of reservation system and available data and ability to pull conference center utilization data to inform decisions regarding space management (2) Knowledge of the major issues, goals and objectives, work processes, and administrative operations of the UA and RRB Agency resources; (3) Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness; (4) Strong customer service skills to enable individuals to successfully engage with conference center users; and (5) Interpersonal and negotiating skills to maintain building operations and tenant/customer satisfaction.
Knowledge of tenant space utilization, analysis of needs, and ability to plan space reorganizations to accommodate changing tenant requirements.
Ability to resolve problems relating to space assignment and use.
Space Management and Planning
Knowledge of M/MS related roles sufficient to advise in the execution of facilities management, building operations and maintenance requirements, and impacts to building occupants.
Knowledge of life cycle approaches to facilities asset management.
Skill in customer-oriented troubleshooting and planning,
Knowledge of reservation systems and/or other systems to support data management related to conference center usage.
Industry awareness, innovations and impacts.
Ability to use proactive problem-solving in planning for facilities, assets and resources.
Safety, Health and Fire Protection (including electrical safety)
Basic knowledge of federal regulations applicable to safety, health, and fire protection.
Knowledge of safety hazards applicable to facilities, including life safety, electrical, confined spaces, fall protection, and other potential exposures.
Knowledge of health hazards applicable to facilities, including hazardous materials, toxins, and other potential exposures.
Knowledge of property risk including fire protection, wind, flood, seismic, and other potential exposures.
Knowledge of safety, health, and fire protection requirements in construction, O&M, and custodial contracts.
Security and Emergency Management
Knowledge of building physical security requirements and risk mitigation, building access procedures, emergency planning and response.
Basic emergency management knowledge including OEP's, evacuations, sheltering in place, and active shooter.
Technology and Infrastructure
Knowledge of network, space management, virtual communications, as well as new technologies.
Knowledge of building automation systems, CAFM, Google Calendar (reservation system), and other data and technology resources and information.
Knowledge of UA and RRB operational protocols and its conference center technologies. Ability to communicate those protocols one-on-one, in a small group, to a large forum, and over virtual mediums.
Comfort with and 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 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/Disabled
Native preference under PL 93-638.
We participate in the E-Verify Employment Verification Program.
Primary Location: United States-District of Columbia-Washington DC
Organization: Chenega Worldwide Support
Strategic Business Unit: Military Intelligence and Operations Support
Security Requirements: Secret
Job Schedule: Full Time Non-Exempt
Recruiter: Thomas Orner
Req ID: 1900004018