BRA_867190_Meeting Coordinator Groups

Job Specific Essential Duties & Responsibilities:

Communication

• Answer inquiries in the meeting support mailbox as well as the program support line.
• Coordinate team meetings. Take and distribute minutes.

Client Consultation

• Act as a consultant for clients who have meetings that do not meet the program's qualifications.
• Provide training to meeting sponsors on internal meeting program planning processes, including registration, billing, process clarifications, etc.
• Provide guidance & support on the meeting software & reporting

Data Integrity

• Responsible for Quality Control of meeting data. Follow-up on inconsistencies, missing information, etc.
• Train team on data entry as needed.
• Responsible for organization and maintenance of all meeting files.
• Responsible for nametag and tent card coordination and creation upon client request. Ensure appropriate supply orders of branded paper stock.
• Update Standard Operations Procedures (SOPs) as needed. Make recommendations for process improvements.

Project Management

• Qualify all meeting details and assign to the appropriate team members.

Accounting

• Reconcile all files and prepare final bills within required timeframes. Ensure all data fields are filled out properly and appropriate documentation is in the file. Close out all files, including data entry, for the client's event planners.
• Complete and research client's p-card reconciliation report accurately and by the appropriate deadline.
• Act as commission liaison - including tracking, follow-up and reporting.
• Calculate budgets for meetings for qualification purposes.

Other:

• This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position.  The employee may be asked to perform other duties and responsibilities, as necessary.

Essential Job Functions: (Required for US only--all other countries may delete)

• Must be able to come to work promptly and regularly
• Must be able to take direction and work well with others
• Must be able to work under the stress of and meet deadlines
• Must be able to concentrate and perform accurately while meeting applicable productivity measures
• Must be able to change productively and to handle other tasks as assigned

Key Contacts / Relationships:  

Internal:

Key operations and sales/account management (if applicable) personnel.

External:

Clients

Industry contacts including supplier

Education / Knowledge / Experience: (Subject to local laws and practices)

Essential:

• Strong previous customer service experience required.
• Proficient in Microsoft Office.
• Industry experience preferred.
• Strong organizational skills.
• Excellent customer service skills.
• Ability to communicate effectively both verbally and in writing.
• Excellent phone skills.
• Effective time management skills, with a strong ability to manage multiple projects and timetables.
• Ability to work well under pressure and adapt to ever-changing scenarios; ability to respond to change.
• Strong attention to detail.
• Ability to initiate new ideas.
• Inter-personal and customer skills with ability to build relationships with customers.
• Capability of problem solving - Anticipating, initiating and resolving issues.

Preferred:

• College degree preferred.