Hotel Meetings Coordinator

2 months ago

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

Job Summary:

The 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 related to 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 banquet event orders (BEOs) and invoices, and secure other hotel services as needed.
  • Coordinate hotel spatial needs, including meeting and sleeping specifications, for Close Up program components.
  • Review hotel contracts for accuracy and prepare preliminary hotel space requirements for contract negotiation.
  • 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.
  • Fulfill other responsibilities as assigned.

Requirements:

  • 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).
  • 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.

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