Producer Resource Group Coordinator

The PRG Coordinator is the primary resource for office hospitality services, delivering polished meeting and guest experiences for executives, producers, clients, prospects, carrier partners, associates, and office guests. This role ensures business meetings and guest experiences are planned and executed with professionalism, consistency, and attention to detail. 

Working closely with department leadership, this role also operates in a coordinator capacity supporting PRG related initiatives.

Position responsibilities

• Hospitality & Guest Experience
• Serve as the primary resource for hospitality-related requests, meeting support, and guest experiences across the office. 
• Coordinate hospitality services and logistics for client, prospect, carrier, producer, executive, leadership, training, and other business meetings. 
• Manage conference room reservations, room setup, catering, technology readiness, guest accommodations, meeting materials, vendors, and day-of support. 
• Ensure meeting rooms, common areas, and guest-facing spaces are professional, organized, welcoming, stocked, and presentation-ready. 
• Partner with Executive Assistants to support hospitality-related components of executive, client, carrier, producer, and business meetings. 
• Provide guidance on hospitality standards, processes, vendors, resources, and meeting best practices.

Hospitality Operations & Vendor Management

• Maintain hospitality procedures, templates, resources, inventory, supplies, and service standards. 
• Coordinate vendor services related to catering, facilities, meetings, and guest experiences. 
• Track hospitality-related expenditures and budgets as assigned. 
• Support special projects, office initiatives, and business meetings as assigned. 

PRG Initiative Support

• Provide expanded coordination for complex, high-profile, and executive-level meetings as assigned. 
• Partner with meeting sponsors and stakeholders to understand objectives, attendee expectations, confidentiality needs, hospitality requirements, and deliverables. 
• Develop meeting plans, timelines, run-of-show documents, preparation checklists, attendee logistics, and follow-up resources as needed. 

 Technology and Process Improvement

• Use Microsoft Copilot and other approved tools to improve meeting planning, communication, documentation, checklists, workflows, and follow-through. 
• Identify opportunities to simplify, automate, and standardize recurring hospitality and meeting-support processes. 
• Evaluate meeting and guest experiences to identify service gaps and recommend improvements. 

 Other Duties

• Perform other work-related duties as assigned