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Hotel Meetings

3 months ago

Arlington, United States Close Up Foundation Full time $45,000
Job DescriptionJob Description

Position Overview │ The Close Up Foundation serves nearly 20,000 students and teachers each year through immersive civic education programs in and around Washington, DC. We also serve a growing number of participants through programs in various locations across the country. The hotel meetings and events coordinator is responsible for scheduling, coordinating, and managing all aspects of Close Up programs that pertain to assigned hotels. Duties include establishing and/or furthering our relationships with hotel properties (mainly in the DC metro area), contracting room blocks and meeting space, preparing banquet event orders (BEOs) and invoices, and securing other hotel services (such as meals or A/V) as needed.

Essential Duties and Responsibilities

  • Coordinate hotel spatial needs (including meeting and sleeping specifications) for Close Up program components.
  • Prepare preliminary hotel space requirements for the contract negotiation phase and review hotel contracts for accuracy.
  • Design menus and submit BEOs for the procurement of hotel meals.
  • Communicate scheduling information to the marketing coordinator and program leaders, both electronically and in interdepartmental meetings.
  • Prepare registration materials and supplies for each Close Up program.
  • Assist in the management of onsite logistics as needed, including electronic registration support for student programs.
  • Maintain relationships with internal and external clients for the delivery of event services.
  • Address concerns with hotel event managers to ensure service quality.
  • Serve as the weekend manager on duty approximately once per month.
  • Travel up to five times per year to assist with operations for local Close Up programs.
  • Work and respond to calls/emails outside of normal business hours during the Close Up program season.
  • Fulfill other responsibilities as assigned.

Qualifications

  • A four-year degree from an accredited college or university.
  • One to two years of experience coordinating and managing meetings or events (preferred).
  • Experience coordinating student travel programs (desirable). On-the-job training will be provided on the basis of experience level, and we are willing to provide additional training for the right candidate. Professional hospitality experience and administrative skills are a plus.
  • The ability to communicate in a clear and concise manner, both verbally and in writing.
  • A proven commitment to customer service.
  • Strong attention to detail and organizational and time-management skills.
  • Familiarity with Microsoft Excel (strongly preferred).
  • The ability to manage multiple programs/responsibilities simultaneously and to meet strict deadlines.
  • A record of success working across departments and as part of a team.
  • A willingness to work some evening and weekend hours.

Skills and Abilities

  • The ability to read, analyze, and interpret complex documents and contracts.
  • The ability to respond effectively to common inquiries, complaints, sensitive customer service questions, and members of the hospitality and business communities.
  • The ability to effectively present information to internal and external colleagues.
  • Knowledge of basic mathematical concepts and accounting (preferred)
  • The ability to reconcile vendor invoices and prepare purchase orders.
  • The ability to use good judgment, knowledge, and prior work experience to efficiently and cost-effectively resolve issues.

Physical Demands and Work Environment │ While performing the duties of this job, the employee is frequently required to sit, stand, talk, hear, and utilize standard office equipment. The employee must occasionally lift and/or move up to 20 pounds. Vision abilities are required in this role. 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 outside weather conditions. Also, the employee will receive phone calls, text messages, and emails outside of normal work hours. The noise level in the work environment is usually moderate.

To apply, upload a cover letter describing why this position is the right fit for your skills and experience, along with your resume.

No phone calls or recruiters, please.

The Close Up Foundation is an Equal Opportunity Employer.