Meeting Event Coordinator

Primary Responsibilities

40%

• Meets deadlines as established by MEMs/clients.

• Creates and monitors hotel block and communicates updates to team.

• Builds and manages all inventory (activities and/or meetings) and report information.

• Recommends specific needs/fields to be included on web site prior to web building.

• Creates and performs quality control check on registration sites prior to going live and communicates challenges.

• Creates and maintains documents and spreadsheets for assigned programs as needed.

• Ensures quality and accuracy of Banquet Event Orders (BEOs) against itinerary/working agenda.

• Manages attendee email communications in Cvent with updates as needed

• Manages speaker/sponsor accommodations & transportation.

• Manages VIP special requests & registration/accommodation assignments.

• Acts as liaison for client contact when MEM is not available or may manage small events on own.

20%

• Creates and manages reporting timeline.

• Reviews program detail reports from program management system for accuracy.

• Creates and delivers custom reports and surveys to client, if applicable.

• Manage the creation of custom forms per program, i.e. sign-in sheets, breakout schedules, etc.

• Maintains accurate records, data input, and complete file management.

• Assists with reconciliation of receipts, invoices and cost center alignments

20%

• Participates in client meetings and conference calls to provide updates on registration data.

• Attends and participates in operational turnover and internal meetings to capture pertinent information: including timelines, reporting needs and contact information.

• Participates in meetings one week prior to program operation by providing updates on assigned tasks.

• Actively contributes to improve inter-departmental processes, systems and communications.

20%

• Responsible for scheduling and managing project mailings assuring all pieces are ready.

• Produces name badges, labels and tent cards.

• Orders and verifies program/event supplies.

• Ships program/event materials including travel director packets and forward tracking information to MEM.

• May assist, greet and direct participants onsite at event.

• Manage administration of documents and SOP's for access to team.

• Assist with on-boarding of new employees as requested.

Reporting and Working Relationships

• Reports to Director or Manager of Operations. Working relationships with MEMs and internal departments including but not limited to Creative, Technology, Sourcing, and internal and external clients and vendors.

Qualifications

1. Bachelor degree or 2 years of equivalent business experience required. Hospitality-related degree a plus.

2. 6 to 12 months of previous event coordination experience desired.

3. Proven organizational skills.

4. Ability to handle multiple demands.

5. Excellent computer skills, knowledge of Microsoft Office tools including proficiency in Excel & ability to learn new technology quickly.

6. Ability to analyze and manipulate data and create custom reports.

7. Strong interpersonal communication & customer service skills.

8. 1+ year experience with Cvent for registration and attendee management

9. Must reside near Raritan, NJ and be able to be in the office approximately 1 day per week as needed as well as travel onsite for some events.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at www.MaritzBenefits.com.

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-9761 or by sending an email to peopleanddevelopment@maritz.com.