Job Description
Job Description
Impact XM, a Global Event Services company is looking for an Event Coordinator to join our team. The Event Coordinator coordinates arrangements for group meetings and conventions by performing the following duties personally or through subordinate team members.
RESPONSIBILITIES:
- Serves as liaison between suppliers and organization staff in arranging meetings, events, training sessions, and conference and trade show hospitality suites.
- Researches, evaluates, negotiates with, establishes, and maintains relationships with preferred vendors.
- Coordinates proposals, estimated cost models, budgets, tracks budget statistics, and prepares management reports for individual events, as well as monthly tracking of annual program spend.
- Maintains meeting schedules, materials and services for multiple meetings/convention needs for recurring client.
- Coordinates registration and payment procedures, promotional advertising and mailings, invitations, and corporate sponsorship activities.
- Consults with representatives of client group or organization to plan meeting and/or convention details such as number of persons expected, housing requirements, meeting space desired, food service schedule and payment arrangements.
- Communicates with Convention Management, Housing Bureaus, Hotels and other entities to secure and manage multi-room “housing blocks” of sleeping rooms and registration/badge needs, as well as meeting spaces and support services (Food & Beverage, AV, etc.) during convention activities.
- Plans the scope of the conference activities, including time(s), location(s), and cost(s).
- Notifies Client representatives, as well as internal department personnel of arrangements made, and of upcoming key dates.
- Reports on attendee and housing status to client on regular basis.
- Maintains changes to client requests, requesting changes in plan as needed.
- Maintains communications to attendees, in the form of electronic (email) communications, as well as Convention Information documents (for attendees) and Final Housing and Registration Reports (for clients.)
- Oversees on-site delivery of housing, registration, badging delivery for client group at a convention.
- Coordinates and manages payment process for housing blocks, including creation of Master Billing with hotels, payments using Impact credit cards and/or working with client for direct client payment.
- Travels on site as needed.
- Acts as liaison between the meeting facility and the planners who work for associations, businesses, and governments.
- Inspects rooms and displays for conformance to needs and desires of group.
- Arranges publicity, special functions, adjusts complaints, and performs other duties to promote goodwill.
- Records financial information in Impact XM systems in a clear and timely manner.
- Reviews/reconciles event bills and credit card statements; approves payment.
REQUIREMENTS & SKILLS:
- Bachelor's degree (B.A. or B.S.) from four-year college or university; and 2+ years’ similar experience successfully executing projects and programs and/or training; or equivalent combination of education and experience.
- Must be passionate about working with people and be customer-centric.
- Experience in the event marketing or a creative solutions based agency.
- Thrives in an entrepreneurial and independent environment.
- Embodies flexibility, open-mindedness and receptivity.
- Actively works out solutions.
- Identifies something valuable in being part of a team and ability to effectively collaborate.
- Effective communication skills are required: including the ability to make effective presentations; prepare written documentation including proposals, quotations and letters; maintain accurate and complete client and project files.
- Must be able to develop excellent rapport with existing and prospective clients.
- Must have a good “business sense”.
- Exhibit the ability to multi-task, sell, and operate under severe time constraints and immovable deadlines. Good organization, detail and follow-up skills are required.
- Proficient using Microsoft office programs.
About Impact XM
Impact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people’s lives and our clients’ business.
OUR BRAND – What We Believe
Passion
is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.
ABC
Always Be CURIOUS – We explore the possibilities, discover innovative solutions, and learn from experience.
We>Me
Collaboration and transparent communication creates our best work.
Trust
is Earned – We are defined by our actions and held accountable to our co-workers, clients, and outcomes.
Respect
is Given – We understand, acknowledge, and appreciate the perspective and actions of others.
Impact XM Benefits - US
Impact XM offers a comprehensive benefit package including: Medical, Dental, Vision, Life, LTD,401(k), Flexible Time Off and Holiday pay as well as competitive salaries and the opportunity for growth within our exciting industry!