Meetings + Events Coordinator

Salary Range: $60-65K annually + incredible benefits including up to a 4% employer match with our 401(k)

Location:  Chicago, IL

Work Hours:  8:00am-5:00pm Monday-Friday on-site at the stunning 151 N Franklin and 155 N Wacker Ignite campus

Reports to: Tenant Experience Director on-site

Who We Are:

At lulafit we are redefining amenity management in commercial real estate by activating shared spaces in the modern workplace. We blend creativity with strategic insights to craft solutions tailored to the unique needs and aspirations of our clients and their tenants.

Whether it's designing state-of-the-art fitness centers, cultivating exceptional meetings, or curating engaging events and programming, we are committed to setting a new benchmark for excellence in the industry. 

Join us as we embark on a journey to transform spaces, inspire innovation, and shape the future of work.

Your Mission:

As our Meetings + Events Coordinator, your mission is to provide incredibly well planned and well organized meetings and conferences for the Ignite Campus’s building tenants.  You’ll take incoming booking requests and coordinate and execute the actual meetings and conferences, all while proactively anticipating tenant needs and providing surprise + delight moments for them.

The Legacy You’ll Leave:

As a result of your time in this role, you brought stellar meetings and conferences to 3,000 human beings who work across both buildings. You created such deep and meaningful relationships with the building’s management team, their tenants, and external partners that they never wanted lulafit to leave. Your legacy brought wellness and peak performance to the masses and turned their office building into somewhere they were excited to show up every day. Lastly, you led lulafit to become a lasting fixture in the Chicago Loop community.

• Coordinate Meetings and Conferences. Provide a five-star experience for meetings and conferences from intake to follow-up. You’ll take in all booking requests, confirm and schedule bookings, oversee room configurations, welcome tenants to the space and assist with catering as requested.
• Execute Flawless Gatherings.  Ensure you know all of the tenants needs for the space and that they are in place prior to the event (ex: whiteboards, writing materials, microphones, drinks and snacks, technology.  Anticipate tenant needs that they may not be aware of and provide for them (ex: creativity materials in brainstorming sessions, extra plug strips for larger meetings, etc.).  Coordinate with janitorial, security, and maintenance teams as needed.
• Maintain Inventory.  Make sure you always have enough equipment, supplies, and catering items and restock and reorder when needed.
• Troubleshoot AV/IT Equipment Issues.  Our AV/IT vendor will first train you to help you understand meeting room technology (projectors, sounds systems, and video conference tools).  From there, your job will be to reasonably support the tenant and understand when to call in the vendor for support.
• Conduct Post Meeting and Conference Surveys and use findings to provide even better tenant/customer support.
• Support the Tenant Experience Director with event brainstorming and day-of execution of large tenant engagement events.
• Collaborate with other on-site teams such as the Fitness Managers, the Tenant Experience Director, the property management team, and/or building maintenance, to ensure a consistent five-star tenant experience.

• You have 2+ years of meetings or events experience. You may have worked as a conference coordinator at a luxury hotel or as a community manager at an upscale coworking brand.
• You have 2+ years experience troubleshooting IT or A/V equipment issues.
• You are proficient with both the Google suite (what lulafit uses) and Microsoft Office (what our clients use).  Don’t worry, you don’t need to be great at PowerPoint nor super savvy with Excel.

• A stellar communicator.  You are known for clearly communicating your points - whether in email or verbally.  In this role you’ll be communicating a lot about bookings (both coordinating them and confirming), sending vendor communications, and engaging with different levels of tenants (office managers to C-Suite).
• A hyper-organized and detailed ball juggler.  You stay extremely organized and are constantly reprioritizing your own work because it’s what makes you most effective.  Everyone refers to you as a stellar multi-tasker.
• Obsessively customer-centric.   In previous roles, you have exceeded what customers expected of you, you have an innate hospitality mindset and are happiest when you are serving others.
• A problem solver extraordinaire.  You always see ahead of the curve and successfully troubleshoot potential issues like a vendor event telling you she’ll be late or AV equipment not working before the meeting attendees arrive.
• Technologically savvy: You have worked within many different technological environments and you are quick to learn new platforms. You approach technology with a curious mind and strive to use any and all tech efficiently and effectively.
• Professional, reliable, and easy to work with.  You are able to work with all levels of staffing, other management and clientele (i.e. c-suite executives, office managers, property management, building ownership, janitorial and security).

Our Core Values:

Lulafit’s culture is based on a shared respect for our lived values HERE.  Fit with our values is a critical component of our hiring process, and you and all of our colleagues are expected to live our core values in interactions with team members, customers, and stakeholders.  An assessment of how you have exhibited our values is also an important part of your performance review process.

Our Commitment To You:

Lulafit is committed to building a team that represents a variety of backgrounds, perspectives, and skills.  We know the more inclusive we are, the greater our impact will be!