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Meeting Attendee Coordinator- Temporary/ Part Time

Top meeting planners, sales operations and procurement teams at Fortune 100 companies trust Maritz Global Events as their event management services partner. We’re here to help deliver business meetings and incentive travel programs that make an impact with customers, employees, and stakeholders.

Unlike other event management companies, we take a science-based approach to corporate event management. We use the latest findings from neuroscience researchers to design and execute events that transform businesses and people. We focus on individual business objectives that drive business results and improve engagement with customers, employees, and channel partners.

But it's our team that really set us apart. The drive behind our power is our team's passion. We aren't just passionate about corporate event management. We're also passionate about our team and our culture. A great work culture doesn't happen by accident. Guided by our Signature Core Value - First, Take Good Care of Each Other - the Maritz Global Events culture has been consciously designed to connect every single one of our people to the purpose and beliefs that we are working toward every day.

This role supports program deliverables by servicing attendee inquiries (phone/email) and managing/quality reviewing air, hotel, inventory, and billing reports. Heavy customer support.

MULTIPLE POSITIONS AVAILABLE - $500 COMPLETION BONUS FOR THOSE SUCCESSFULLY COMPLETING THIS PROJECT.

*** These are project-based positions working approximately 40 hours a week ***
*** Work will begin March 28th and go through July 1st.  (There may be an opportunity for continued work based on business needs and performance) ***
*** Mandatory training will be held March 28th – April 6th ***

Scope
  • The project includes managing 313 business meetings for one client with approximately 45,000 guests. Approximately 6,000 total inbound guest phone calls with each Registration Specialist being assigned to 13-18 programs.

Reporting and Working Relationships
  • Report to the Director, Guest Services
  • Interface directly with internal and external clients including program guests, Meeting Event Managers, Account Executive, Guest Services team and support departments.
  • Principle Responsibilities

Job Description

  • 40% - Manage guest phone calls.  Communicate travel itineraries, hotel confirmation numbers, and cancellation policies, via phone, and e-mail to guests.  Maintain documentation of all email correspondence regarding guest changes.  Coordinate necessary program activity with the back-office system regarding enrollments, hotel room inventory, activity selection, and program reporting.  Ensure client expectations and guidelines are met.  Provide Travel Directors with supporting documentation and information.  Report labor hours daily utilizing a labor tracking application.  Act as program liaison with Meeting Event Manager, clients, and third-party suppliers. 
  • 40% - Maintain and monitor client e-mail boxes and invitation list.  Communicate pertinent updates to the Meeting Event Manager and appropriate team members.  Secure pre/post-hotel extensions and communicate attendee hotel changes to hotel contacts.  Quality review applicable reports for accuracy on a regular basis.  Provide reports and communicate subsequent changes as necessary to appropriate people.   Complete all accounting functions pertaining to client specifications.  Follow up with guests who have unpaid balances prior to program operation.
  • 20% - Research customer inquiries, which includes reviewing email correspondence and/or involving Travel Consultants and/or departments.  Respond to and resolve accounting issues, form of payment (FOP) questions, vendor issues, hotel no-shows, or other hotel issues.  Attend training to learn procedures and systems. Perform special assignments as directed by management.  Attend department and program meetings to discuss updates, industry changes, policies, client specific information, process improvements, challenges, best practices, and recognize/reward team members.

Qualifications
  • Bachelor’s degree or equivalent experience in hospitality, travel industry or exceptional client customer service experience required. Hospitality or Event Management related degree a plus.
  • Proven record with strong customer service skills.
  • Must be very detail oriented and have strong problem-solving skills to research and resolve customer inquiries with minimal supervision.
  • Professional oral communication, written communication, and effective listening skills to ensure customers' understanding of and satisfaction with their travel arrangements.
  • Strong MS Office skills (Word, Excel, Outlook) along with the technical aptitude to learn new technology.