Meeting Coordinator

hace 2 días

Ciudad de México American Express Global Business Travel A tiempo completo

Roles & Responsibilities

PROCESS MANAGEMENT:

- Meets all deadlines as established by Meeting Management Team and client vendors.
- Creates and monitors hotel block and communicates updates to team.
- Recommends specific needs/fields to be included on web site prior to web building, including activity descriptions, registration deadlines, etc, and then assists with building and management of all activities, meetings and reports. Performs quality control check on web site prior to going live and communicates challenges to Web Manager.
- Creates first draft meeting and event menus for Meeting Management Team as requested, and ensures quality and accuracy of Banquet Event Orders (BEOs) against itinerary/working agenda.
- Manages Speaker/Sponsor accommodations & transportation.
- Manages VIP special requests & accommodation assignments.
- Partners with dedicated team to communicate registration/air needs.
- Process individual registrations for participants and/or assist with questions regarding registration.
- Produce name badges, labels and tent cards, etc.
- Responsible for scheduling and managing project mailings assuring all pieces are ready, to include but not limited to, hard copy and/or electronic mailings of invitation, confirmation, final documentation and mail merge, if applicable.
- Ship program materials including travel director packets and forward tracking information to Meeting Management Team.
- May manage small events on own including project timeline, additional vendor negotiations, web requirements, program materials, program itinerary, billing, etc.
- Reconcile US group BTA and Canada group BTA accounts

DATA AND REPORT MANAGEMENT:

- Utilizes business program management system to manage programs.
- Creates and manages reporting timeline, documents, and spreadsheets for assigned programs, as required by team and client.
- Maintains accurate records, data input, and complete file management as outlined in American Express Meetings & Events and client policies and procedures.
- Creates and delivers custom forms/reports to client and team such as sign-in sheets, breakout schedules, rooming lists, transportation, etc.
- Process supplier invoices as required.
- Reconciles events and expenses as needed.

RELATIONSHIP MANAGEMENT:

- Participate in client meetings and conference calls to provide updates on registration data as needed.
- Attend and participate in operational turnover and internal meetings to capture pertinent information: including timelines, reporting needs and contact information.

01

Location

Mexico - Distrito Federal - Mexico City

It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

GBT Recruitment Privacy Statement

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