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Hotel Meetings Coordinator

1 month ago

Arlington, Virginia, United States Close Up Foundation Full time
Job Title: Hotel Meetings Coordinator

Close Up Foundation is seeking a highly organized and detail-oriented Hotel Meetings Coordinator to join our team. As a key member of our events team, you will be responsible for coordinating and managing all aspects of Close Up programs at assigned hotels.

Key Responsibilities:
  • Establish and maintain relationships with hotel properties, primarily in the DC metro area, to secure room blocks and meeting space.
  • Prepare and review hotel contracts, banquet event orders (BEOs), and invoices to ensure accuracy and compliance.
  • Design menus and coordinate the procurement of hotel meals, as well as other services such as audio-visual equipment.
  • Communicate scheduling information to internal stakeholders, including marketing coordinators and program leaders.
  • Prepare registration materials and supplies for each Close Up program.
  • Assist with onsite logistics, including electronic registration support for student programs.
  • Maintain relationships with internal and external clients to deliver exceptional event services.
  • Address concerns with hotel event managers to ensure high-quality service.
  • Work as the weekend manager on duty approximately once per month.
  • Travel up to five times per year to support local Close Up programs.
  • Be available to respond to calls and emails outside of normal business hours during the Close Up program season.
Requirements:
  • A four-year degree from an accredited college or university.
  • One to two years of experience in coordinating and managing meetings or events, preferably in the hospitality industry.
  • Experience coordinating student travel programs is a plus.
  • Excellent communication and customer service skills, with the ability to work effectively in a team environment.
  • Strong attention to detail, organizational, and time-management skills.
  • Familiarity with Microsoft Excel is a strong preference.
  • The ability to manage multiple programs and responsibilities simultaneously, with a focus on meeting deadlines.
  • A proven track record of success working across departments and as part of a team.
Skills and Abilities:
  • The ability to read, analyze, and interpret complex documents and contracts.
  • The ability to respond effectively to common inquiries, complaints, and customer service questions.
  • The ability to present information to internal and external colleagues.
  • Knowledge of basic mathematical concepts and accounting principles.
  • The ability to reconcile vendor invoices and prepare purchase orders.

Close Up Foundation is an Equal Opportunity Employer. To apply, please upload a cover letter and resume.