Conference Meeting Services Coordinator

We are seeking an Event Coordinator/Planner for a managed services company. Primary objectives are to effectively, consistently, and seamlessly deliver innovative events that add to the success of the company's objectives, maximize value, and optimize the events budget. The scope of events may vary from meeting arrangements only, meetings/events with minimal food and beverage and set-up requirements, meetings with meals and refreshment breaks and large-scale events with multiple set-up requirements including exhibitors, vendors, and food and beverage service. May include VIP breakfasts and luncheons to large company wide events with elaborate themes, food and beverage, decorations, activities.

Essential Duties and Responsibilities:

Plan, coordinate and effectively communicate meeting logistics to Event Coordinators/Event Staff, support departments as well as vendors for all meetings/events as assigned.
* Determine client needs through exploratory meetings with the client to develop timelines, menus, layouts and equipment requirements to meet or exceed the clients' expectations.
* Generate the Function Service Order (FSO) for each event accurately, effectively, and efficiently by the distribution deadline.
* Liaise with in-house caterer regarding all food and beverage needs.
* Provide event planning and coordinate support services for the lecture hall.
* Deliver exceptional client service with a consultative, solutions-oriented approach.
* Consistently adhere to meeting and event services best practices, standards, policies and develop continuous process improvements.
* Follow all event protocols and guidelines as they pertain to finance and accounting, process vendor invoices according to accounting procedures.
* Coordinate various projects assigned by Manager/Supervisor for the Events Department's Marketing, Operational and Financial initiatives as they support the client's overall mission and objectives.
* Attend and participate in weekly planning /sync meetings as well as other meetings when invited.
* Maintain a positive working relationship with the client and vendors.
* Available as a resource and peer mentor for event staff and attendants.
* Perform other reasonable job duties as assigned.
* Associate must always be willing to support and promote a strong safety culture.
* When applicable, intervene and correct unsafe acts and report unsafe conditions and near misses.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

* Excellent organizational skills and effectively prioritize without prompting.
* Strong analytical thinking, problem solving skills and communications skills (both written and oral) with a high level of attention to detail.
* Excellent project management skills including managing timelines, communications, budgets, and relationships.
* Proven ability to successfully handle multiple projects and meet critical deadlines.
* Ability to handle stress and remain productive under pressure while efficiently managing time and resources.
* Take initiative and interact with all levels of management; self-starter.
* Experience working as a team player in a large matrixed company; familiar with corporate business structure is required. Ability to take direction from multiple people.
* Commitment to relationship building for both internal and external clients.
* Must be polished and maintain a highly professional demeanor.
* Flexible work schedule to include occasional evenings and/or weekends. Over time may be required based on volume of work or scheduling. Some travel may be required.
* Proficiency with Microsoft Office applications.

Other Qualifications: A valid driver's license may be required. Must possess or be able to obtain a valid food handler's permit and/or alcohol servers permit where required by state law.
Education and/or Experience:

* Bachelor's degree or equivalent work experience required.
* 2-4 years of prior relevant experience in meeting/event planning or catering sales.
* Certified Meeting Professional designation a plus.