Meeting Rooms Coordinator/ Facilities Assistant

Meeting Rooms Coordinator/ Facilities Assistant

St James Facilities Services Limited invites applications for the Meeting Rooms Coordinator/ Facilities Assistant role.

Overall Purpose

The Meeting Room Coordinator/ Facilities Assistant will be permanently based on-site on a tenant floor, between multiple floors, to assist with meeting room set‑ups and event set‑ups. The role may also require covering the reception desk as needed.

Duties and Responsibilities

• Take full ownership of the meeting rooms across all designed areas/floors, ensuring they are kept in best condition through coordination with site manager, cleaners, facilities, maintenance, security and other departments.
• Serve as first point of contact for occupiers hosting events in the meeting rooms and other spaces, including reception and terrace areas on the 8th.
• Support events booked until 11pm with rotation with other building team members.
• Take ownership of hospitality and/or reception duties.
• Ensure all functions follow stipulated protocols and procedures.
• Prepare meeting rooms prior to events, ensuring all equipment and materials are in place (e.g., AV equipment, seating arrangements, catering supplies).
• Perform daily manual handling tasks such as lifting, moving, and setting up equipment, furniture and materials, while complying with safety regulations.
• Assist guests, visitors, occupiers and clients with queries, comments and suggestions professionally.
• Assist in planning and executing corporate events, including conferences, workshops and seminars.
• Coordinate with vendors for catering, audiovisual support and other event services, providing exceptional customer service.
• Manage event logistics including setup, breakdown and post-event clean‑up.
• Monitor and maintain inventory of supplies and equipment, placing orders as necessary.
• Collaborate with IT, Facilities, Catering and other departments to ensure all aspects of events run smoothly.
• Provide clear and timely communication to clients regarding booking updates.
• Manage difficult calls and distressed callers calmly and professionally.
• Ensure relevant St James Operations Manual, occupiers procedures, phone database is up to date.
• Serve as presentable first point of contact for all guests, visitors, occupiers and clients, as outlined in the St James Guide.
• Attend to meeting and greeting of all guests and visitors, providing exceptional service.
• Sign in guests and visitors according to security procedures and direct them to relevant floors.
• Report accidents or incidents where appropriate.
• Create and maintain reports for the client as necessary.
• Maintain knowledge of meeting room space, requirements and liaise with site manager in a timely manner.
• Ensure storage areas, pantries and reception area are kept organised, clean and tidy at all times.
• Be ready to greet at allocated time.
• Maintain good working relationships with colleagues.
• Adhere to St James policies and procedures, code of conduct and emergency procedures related to Health & Safety.
• Perform any other duties as deemed necessary to support the client, customer, colleagues and St James.

Knowledge

• Proven working knowledge of customer service experience.
• Previous experience essential in similar background, including hotels or high‑end F&B.
• Good command of the English language.
• Working knowledge of IT with experience using Microsoft Office.

Skills

• Good interpersonal skills, flexible to work with a range of styles and personalities.
• Excellent customer service skills.
• Can do attitude, hardworking build strong relationships in a team.
• Strong efficiency and motivation.
• Excellent punctuality.
• Outgoing and can do attitude.
• Innovation and creativity.
• Tact and diplomacy.
• Proactive and helpful.

Seniority level

Entry level

Employment type

Contract

Job function

• Management and Manufacturing
• Industries: Facilities Services