Convention Services Coordinator (HYBRID)

Position: Convention Services Coordinator

Status: Full-Time (Non-Exempt Position)

SUMMARY:

Responsible for organizing and directing all services programs needed in servicing a convention or tradeshow. Works with VBN Sales personnel and meeting planners to determine servicing requirements and other support needed by the organization or attendees to ensure a successful event/convention.

Duties and Responsibilities

• Work in coordination with Industry Relations Department to schedule volunteers as needed for events & conventions.
• Manage VBN Housing (Meetingmax) to include: obtaining room blocks and rates from hotels, setting up computer and maintaining inventory, meet with meeting planners as needed to identify specific needs and tailor reservation forms, give final approval to housing forms, assist with set up of on-line housing, manage room blocks, set up specialized blocks, process all housing requests, send individual acknowledgments of reservations, manage inquiries, changes and cancellations, speak with meeting planners on regular basis.
• Develop and maintain relationships with clients to understand their needs and ensure satisfaction throughout the event process.
• Service Conventions as dictated by number of groups on each manager’s event calendar.
• Communicate with hotel reservations management, front office management and all sales staff regarding room block adjustments to ensure a successful housing process.
• Produce weekly housing reports and distribute them as appropriate.
• Ensure the accuracy of the Convention Calendar.
• Maintain an inventory of services collateral, such as printed brochures, area maps, restaurant guides, area attractions and more.
• Coordinate client orders for services provided, such as VBN informational brochures (touring guides, area maps, restaurant guides, area attractions, etc.).
• Attend trade shows for group attendance building.
• Follow up on hotel room pick up information after a group checks out to keep accurate accounting of group performance through hotel pickup reports and discussions with planner.
• Research history from past meeting sites around the country through MINT when requested by hotel partners.
• Assist Administrative Assistant with aspects of assigned tradeshows, booth shipping and set-up, utilities, signage, decorating, give-aways, material packing and shipping, invoicing and check-requests.
• Assist with the coordination of tradeshow booth skins and all inventory to make sure there is an adequate supply of current images, and that skins are clean and ready for tradeshow use.
• Assist Sales Managers in the absence of their Administrative Assistant. Cover reception desk during staff vacation or upon request. Serve as backup to answer incoming visitor or general office calls.
• Update restaurant, attraction and downtown custom maps. Assist planners in locating venues for coupon program and request for special discount consideration.
• Assist Sales Manager with itineraries, partner outreach, and reservations for site inspections
• Order inventory, complete purchase orders and check requests, as needed
• Perform all other duties as required or requested.

OTHER REQUIREMENTS:

• Physical demands of the job include, but are not limited to, sitting, bending and lifting up to 35 pounds.
• Some local travel is required. Must have a valid driver's license, current auto insurance and own or have access to an automobile
• Position will require some evening and weekend work.
• Exceptional interpersonal and communication skills (verbal and written).
• Ability to handle multiple tasks and to prioritize with proven attention to detail.
• Exceptional organizational and project management skills.
• Excellent decision-making and problem-solving skills.
• Ability to work pro-actively is essential.
• Ability to work with changing priorities.
• Hybrid work schedule – 3 days in office / 2 days remote; hybrid schedule is subject to change in the future.

Position Compensation: $23.60/Hour + benefits (Regular work week is 37.5 hours)