Event Planner

Hospitality And Events Service Coordinator

Under the general supervision of the Site/Hospitality Manager, performs related duties in the daily operations of the hospitality and events services for the client including, but not limited to, the coordination of the catering and planning of conferences, events and meetings, at all times striving to meet or exceed the requirements and expectations of the customer's employees in their requests. Consistently works in an enthusiastic, positive, motivated, professional, detail- and deadline-oriented manner, with an ongoing commitment to increasing customer satisfaction

Essential Functions:

• Provide superior customer service to representatives and speakers by communicating effectively through incoming and outgoing phone calls, emails, and faxes
• Manage meeting details of assigned programs through accurate and effective use of our client's propriety software system
• Manage relationship with speaker and/or representative to confirm speaking engagements and travel preferences if needed as well as preferred venue selections
• Negotiate appropriate pricing through vendors (food and beverage, audio-visual, etc) to ensure compliance rules are strictly followed
• Work with food and beverage vendors to ensure appropriate menu selections, headcount and final bill are accurate and receipts are received timely
• Arrange for fulfillment of meeting information including event packages and invitations as needed by client.
• Manage all costs, and documentation of costs, associated with meetings, including food and beverage, audio-visual, speaker expenses, honoraria, and travel, as well as any other miscellaneous costs
• Work closely with teammates to ensure all work is completed for supported client(s) within specified timeframes
• Escalate issues appropriately to management, and provide support during escalation investigations.
• Attend regular training sessions in support of systems, policies, procedures and professional development
• Keep current on all client business rules to ensure meetings are compliant
• Support our client's initiatives and committees (workload permitting)
• Provide feedback and ideas for process enhancements and client satisfaction
• Performs other related duties as assigned

Qualifications:

• High school diploma or equivalent and previous multiple years experience in catering and event planning are required.
• Ability to work cooperatively and communicate effectively.
• Work involves quality control and a strong attention to detail.
• Ability to meet challenges with resourcefulness; develops innovative approaches and ideas.
• Adapts to changes in the work environment; able to deal with frequent change, delays, or unexpected events.
• Work involves varying degrees of standing, walking, bending, lifting, and repetitive motion.
• Ability to lift a minimum of 50 lbs. with or without reasonable accommodations.