Space and Service Coordinator

Building a Brand Starts with a Story

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognised as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group. 

FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture.

Learn more at www.firstagency.com

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today. 

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported. 
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

What You Would Get To Do

The Space & Service Coordinator will consistently deliver exceptional service to our client through excellent operational and logistical facilities management. Along with other FIRST team members, the Space & Service Coordinator will represent the FIRST brand on-site within a well-known tech company. This role is ideal for someone with entry-level experience wanting more exposure to the events industry.

Your Contributions

• Handle multiple campuses event requests and assign event/meeting rooms to best optimize space
• Assign team members (Event Managers and Event Service Specialists) to all digital and physical event requests
• Responsible for managing the centralized intake queue for all physical and digital events within the region
• Review each request to determine level of support needed and assign accordingly
• Ensure appropriate updated calendar and information is available for all meeting and event requests
• Solicit all appropriate information required for the approval process
• Maintain up-to-date communications and pertinent information, including but not limited to approved changes applied to the group and documented conversations with Event Hosts, Event Team Leads and Event Managers
• Monitor cancellations, room usage, and room availability to maximize revenues and client/guest satisfaction
• Audit all assigned space and open space so that Event Leads can best communicate to business units
• Communicate effectively and in a timely manner to the internal events team any information received that could impact the performance of each group
• Seek new ways to make the intake processes more efficient
• Contribute to reports on event volume, team capacity and general event data

What We Are Looking For

• Please be aware that we know experience does not always look like we describe it. If you believe you would be an excellent fit for this role, please apply - we would love to see how you could fit at First.
• 0 – 1+ years’ event coordination experience including internships or other applicable experience related to the responsibilities of the role, preferably from within a large venue or hotel
• Bachelor’s Degree preferred
• This role will be assigned to a primary location but will require flexibility to be deployed to support across the campus as required
• Experience working cross-functionally with all levels of stakeholders in a fast-paced environment
• Creative problem solver, resourceful, team player
• Adaptability to situations and ever-changing demands
• Highly organized with the ability to handle multiple tasks to meet strict deadlines
• Excellent time management and multi-tasking skills
• Ambitious and proactive with a calm and flexible approach to handling pressure
• Experience working on large and complex databases
• Must be fluent in English
• Ability to work onsite
• This role will be assigned to a primary location but will require flexibility to be deployed to support across the campus as required
  
  Administrative and General
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
• Work intelligently and ensure management is aware of problems or issues which negatively affect productivity
• Build excellent relationships with team through positive communications
• Ensure knowledge is shared within the team to enable them to work smarter and more efficiently
• Work on ad hoc requests from clients as required

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