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Senior Conference Center Associate

Atlanta, GA 30309

Posted: 11/16/2022 Employment Type: Contract Job Category: Administrative Job Number: 516759 Is job remote?: No Country: United States

Job Description


Job Title: Senior Conference Center Associate

Must Haves:
  • 2 years' of experience as a conference/event coordinator in a corporate finance or hospitality industry
  • Advanced Proficiency with Microsoft Offices programs including; Excel, Outlook, Adobe, and PowerPoint
  • Strong vendor management skills

Preferred:
  • Associate's or Bachelor's degree in hospitality management, public relations, or relevant field

Job Summary:

To participate in providing an effective facilities service on site by ensuring all areas of responsibilities are managed and administered in accordance with the contract specification and service levels. Welcome visitors and host all meetings. Responsible for negotiations and coordination of logistical details for internal and external meetings and events to ensure the client’s needs are met.

MAIN JOB RESPONSIBILITIES:
  • Assesses client meeting needs with focus on the client experience to determine the most appropriate room, set-up, food and beverage, caterer, floral, meeting materials, equipment, etc. for the audience. Provide suggestions to internal business partners that aid in the overall outcome of the meeting
  • Completes cost estimates which summarizes costs, specific event time, number attending, equipment needed, menu, decorations/floral and other related details.
  • Works well with internal business partners, vendors and caterers to coordinate the logistical details of the event to ensure success of meeting. This includes determining specific event time, number attending, equipment needed, menu selection, decorations/floral and other related details.
  • May assist clients by preparing name badges, place cards and other support materials.
  • May assemble welcome packets.
  • Responsible for catering set up & clean up, re-arranging last minute furniture changes, post event room & food clean up (including washing dishes). Serves as a visible and accessible contact during the event to resolve any crisis, including food spills
  • Responsible for the success of the event and customer experience outcome
  • Responsible for documentation required for facilitating the American Express billing program. Receives, reviews and processes event invoices. Researches and resolves any billing discrepancies promptly.
  • Responsible to maintain historical records and information in the meeting management system.
  • Provides verbal and or written documentation to Supervisor concerning developments that occur in the scheduled events.
  • May travel to off-site vendor/caterer locations to finalize arrangements and pick-up or drop-off supplies/equipment
  • Must work well under stress and can prioritize and communicate with team members
  • Develops and maintains positive working relationships with internal staff, vendors and caterers in an effort to facilitate meeting planning. Also, monitors and evaluates the performance of outside vendors and caterers.
  • Types and edits correspondence reports and memos related to specific events, including preparing and transmitting faxes.

SITE SPECIFIC RESPONSIBILITIES
  • Support-General work on special projects as necessary
  • Copies and distributes documents related to specific events, including processing for overnight mail and other deliver/messenger services.
  • May assist co-workers in preparing for select larger scope meetings as needed.
  • Works on special projects to assist the Meeting Planning team. Work well with conference center teams for best practices and consistency
  • Other administrative tasks will be assigned based on demand and current needs
  • Technology knowledge to work within a meeting management system

COMPETENCIES
  • Flexibility to work outside of standard office hours, as needed to execute events and complete necessary and time sensitive tasks (early mornings, late nights and weekends)
  • Team player with superior client service skills and attention to detail and quality
  • Problem-solving ability
  • Well-organized with multi-tasking skills
  • Excellent vendor management skills
  • Able to handle stress and remain calm
  • Proficient in MS Office
  • Must maintain professional appearance and demeanor – high exposure position

PERSONAL BACKGROUND, EDUCATION AND OTHER SKILLS
  • Experience within the office environment. Must be able to communicate effectively and be a team player, possess excellent people management skills, have experience in a customer facing role, be flexible, and have a positive attitude. Ideally, candidates should have business development experience and have an established network within the Hospitality/Catering industry.

EDUCATION:
  • Degree in hospitality management, public relations or relevant field is preferred
  • Two years’ experience as a conference/event coordinator in a corporate finance or hospitality industry

LANGUAGE SKILLS:
  • Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:
  • Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

COMPUTER SKILLS:
  • To perform this job successfully, an individual should have knowledge of Internet software; Inventory software; Spreadsheet software and Word Processing software.

PHYSICAL DEMANDS AND WORK ENVIRONMENT
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is regularly required to sit; use hands to handle. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, and crouch.
  • The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:
  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions, but not extreme heat or cold.
The noise level in the work environment is usually moderate.
  • The responsibilities scheduled above are not intended to be exclusive and additional ones may be agreed with the line manager from time to time.
  • It may be necessary for employees to work on a variety of projects from time to time, which are managed by different senior managers. In such cases they will take due direction from the senior manager concerned for each individual project.
  • The line manager is responsible for setting mutually agreed objectives, undertaking regular reviews and a formal annual performance appraisal.
  • Note: This job description describes the principal and main elements of the job. It is a guide to the nature and main duties of the job as they currently exist, but is not intended as a wholly comprehensive or permanent schedule and is not part of the contract of employment.
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