Kelly BPO Conference Coordinator
Part Time
Onsite
Pay is up to 32/hr depending on experience
Schedule:
Wednesday to Friday base schedule 8:00am-4:30pm with 30min unpaid break; alternating Saturday’s - work week will be adjusted. Start and end times may adjust based on the scheduled events
For first 3-4 months, M-F onsite required (four 5 hour days and one 4 hours day) to facilitate a consistent training schedule
Kelly Outsourcing & Consulting Group (KellyOCG), a managed solution provider and business unit of Kelly Services, Inc., is currently seek Kelly BPO Conference Coordinator at one of our Global clients in Irvine CA
Purpose:
Responsible for building and executing an outstanding customer experience for all guests of the Johnson & Johnson Institute by providing stakeholder support, operational oversite and scheduling of conference and lab space for the J&J Institute.
Responsibilities:
Responsible for building and executing an outstanding customer experience for all guests by providing stakeholder support, operational oversite and scheduling of conference and lab space for the Institute.
Provide excellent customer service and support to a high volume of guests of the J&J Institute.
Process meeting and lab space requests for J&J Institute locations, collaborate with Institute team members and maintain the site’s event calendar
Work with meeting planners, prof ed, sales training, internal and external stakeholders, etc. to coordinate all meeting & lab logistics in support of a service excellence culture from registration to arrival to departure
Think strategically, problem solve on the spot, manage multiple tasks while maintaining a positive attitude and outlook
Utilize solutions-oriented thinking to resolve scheduling conflicts and accommodate special requests with external and internal stakeholders
Coordinate event planning for Educational Grant Events, large internal meetings, and provide overall operational onsite support where needed
Onsite POC for meeting requesters and meeting planners
Relationship owner for Facilities Management, Audio Visual, IT, Catering, Security Functions
Partner with lab staff, AV staff, event planners, and requestors on a daily basis to accommodate specific needs or requests
Take pride and be accountable for all conference and storage space within the J&J Institute in our pursuit to provide the best customer experience for all stakeholders, guests and attendees
Must be organized, punctual and flexible. You will rotate covering weekends on your own and be able to work independently and make decisions.
On-site coordination, support and general oversite for all meeting/trainings/events at the institute
Process cancellations and/or rescheduled meetings/booking and notify requestor and support teams and all associated support teams
Coordinate ordering of supplies, work with outside vendors, and uphold all aesthetic standards of the J&J Institute environment
Provide administrative support to create name badges, tent card and other meeting supplies upon request
Manage, monitor, and follow-up on high volumes of emails in the JJI site mailboxes, Outlook calendars, Lab schedules, and Meeting Request Forms in Cvent Event Management System
Process work requests, heavily involved with scheduling of events, catering orders and weekly event reports for all resource functions in support of events for upcoming week
Assist in the collecting and maintaining of data and metrics for all J&J Institute events and logistics to support the mission of Global Education Solutions
Support and adhere to all event policies and procedures ensuring they are in line with our company, society, government and HCC Guidelines
Know and follow policies and procedures related to work activities performed in area of responsibility.
Complete training in area of responsibility within allowed time-period. Training is required for changes in existing policies and procedures, for new assignments and for implementation of new policies and procedures. Complete required periodic re-training in areas such as safety and environmental compliance.
Follow all company safety policies and other safety precautions within work area. Promote safety to all associates that enter work area. Follow Health Care Compliance guidelines as well as follow operating room training and safety standards (Bloodborne pathogens training, etc).
Minimum Experience:
High School degree is required, Bachelor's degree is preferred
Minimum of two years of experience working in a business or hospitality environment is required, preferably with scheduling system experience
Must have the ability to make decisions independently and seek guidance where appropriate
Additional Education/Experience:
Attention to detail
Must be Customer service oriented
Strong organizational, verbal, and written communication skills, patience, and the ability to work in a team environment
Strong time management and prioritization skills required
Experience with coordinating multiple projects at once and working with all levels of associates to ensure their needs are met
Individual should be comfortable working in a fast paced environment
Proficient with Microsoft office with a strong emphasis on Excel and Outlook capabilities
Ability to learn quickly, navigate technical platforms, understand and connect process flow, multiple programs, and systems
Good sense of urgency and quick-thinking
Resilient, flexible, and adaptable
Ability to work overtime, evenings, and weekends, when necessary
As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here ( for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.
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Kelly Services is proud to be an Equal Employment Opportunity and Affirmative Action employer. We welcome, value, and embrace diversity at all levels and are committed to building a team that is inclusive of a variety of backgrounds, communities, perspectives, and abilities. At Kelly, we believe that the more inclusive we are, the better services we can provide. Requests for accommodation related to our application process can be directed to Kelly’s Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment.