Lead Event Coordinator
2 months ago
HiFi Social is seeking a Lead Event Coordinator (Corporate) to assist with partner/vendor relations nationwide, covering markets including, but not limited to, Chicago, Nashville, New Orleans, Austin, and Dallas.
Lead Event Coordinators (Corporate) are responsible for developing and retaining partnerships with venues, hotel groups, transportation providers, and hospitality management companies across the country. They will collaborate closely with vendors to organize destination travel and events in approximately 20 cities nationwide. Lead Event Coordinators (Corporate) oversee vendor relations, vendor procurement, quality control, and contracting for travel clients.
HiFi Travel is seeking candidates with strong organizational and communication skills, as well as a passion for hospitality and tourism. A successful applicant can effectively lead others while multitasking and prioritizing workloads. Additionally, strong collaboration skills are required to work among various small teams.
This position offers dynamic opportunities. A Lead Event Coordinator (Corporate) will have the chance to work with the HiFi Travel team during peak seasons, while also traveling to major cities throughout the US to establish and develop new vendor relationships in existing and emerging markets.
What you’ll be doing
Support our emerging Trade Show business line by leading event coordination in the following capacity:
Source hotels, venues, transportation, and activities for corporate groups.
Negotiate and manage supplier rates and contract terms.
Develop destinations (virtual), while maintaining and building supplier relationships.
Work with Legal Counsel to ensure contracts contain all details of the negotiation.
Execute vendor contracts and manage contract inventory deadlines.
Work with the accounting department to ensure contract payments are made.
Assess quotes and compile a detailed assessment of cost breakdowns against the group’s budget.
Align groups with the most appropriate venues that match their event requirements and preferences.
Organize vendor meetings for business development trips.
Oversee a small team of sourcing coordinators.
Collaborate with other departments such as sales, accounting, marketing and operations to ensure seamless execution of events.
Skills & Qualifications
Analytical mindset with a strong understanding of real-time marketplaces (supply and demand economics). Proficient in Excel.
4+ years of work experience, with 2-3 years of industry-specific experience.
Ability to simplify complex problems into actionable and solvable tasks.
Data-driven by nature, strong attention to detail, and obsessed with process improvement.
Comfortable learning and adapting to new concepts and using new tools.
A self-motivated, energetic, and driven individual who can learn new skills and grow with the role.
Familiarity with sourcing and vendor management.
Team player with a positive attitude.
Understands the startup mentality.
Willing to work hard & put time into this role.
Passion for travel & events.
Ability to thrive in a fast-paced environment.
Experience working with CRM (Customer Relationship Management).
Proficiency in Microsoft Word, PowerPoint, and Excel.
Benefits
(waiting period may apply)
50% match on the Company’s health insurance, vision, and dental plans
401k match equal to 50% percent of the employee’s elective salary, up to a maximum of 6%
Schedule
In-person in our Chicago office, Monday to Friday, extended over event weekends.
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