A meeting coordinator generally facilitates meetings and maintains a corporate schedule. There are many potential parts to the job of a meeting or conference coordinator, but most of them have to do with facilitating meetings between members of a company or other parties. Generally, the meeting coordinator is a high-level planner who specializes in the logistics of all sorts of meetings, from regularly scheduled internal meetings to large conferences.
One general area of responsibility for a meeting coordinator might involve meeting or conference accounting tasks. These professionals might estimate the costs of a meeting, conference, or event, providing line item costs to be budgeted into the business’s total budget. Cost estimating and purchasing is part of what meeting coordinators might do to facilitate events.
Another aspect of coordinating meetings is maintaining attendance roles. Meeting coordinators may reserve space in meetings or take cancellations, maintaining an up-to-date list of who will be attending a specific corporate event. These professionals may also handle a range of booking conflicts or scheduling problems.
Many meeting or conference coordinators work closely with corporate executives. They may work on events that happen within a department, events that happen between departments, or events in which corporate executives network with outside parties. In all of these cases, meeting coordinators will work in administrative roles to make sure that meetings and other events go smoothly.
In addition to planning for the actual meetings, conferences, and events, meeting coordinators might schedule pre-event or post-event meetings to get more input on what is needed. This can include collecting experienced staffers who can give feedback on an event before happens, as well as holding post-event meetings to brief department leaders or executives on what happened at a meeting or event.
Meeting or conference coordinators might also work together with facility maintenance staff to make sure that the places where events are held are in a presentable condition. Issues of health and safety may also be evaluated before an event. A meeting coordinator might also look into the various types of insurance that may be needed for a large corporate event, or even for an internal meeting. All of this is just part of what high-level meeting planners may need to pursue under the general heading of logistics and planning.
