Hotel Meetings Coordinator

2 weeks 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 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 and review hotel contracts, banquet event orders (BEOs), and invoices to ensure accuracy and compliance.
  • Design menus and submit BEOs for the procurement of hotel meals, ensuring timely and cost-effective delivery.
  • 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, ensuring seamless execution.
  • Assist in the management of 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 delivery.
  • Serve as the weekend manager on duty approximately once per month, providing 24/7 support.
  • 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.
Requirements:
  • A four-year degree from an accredited college or university.
  • One to two years of experience coordinating and managing meetings or events, preferably in the hospitality industry.
  • Experience coordinating student travel programs is desirable, with on-the-job training provided based on experience level.
  • Strong communication and customer service skills, with the ability to work effectively in a team environment.
  • Proficiency in Microsoft Excel and attention to detail, with the ability to manage multiple programs/responsibilities simultaneously.
  • 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 sensitive customer service questions.
  • The ability to present information to internal and external colleagues, with strong communication and interpersonal skills.
  • Knowledge of basic mathematical concepts and accounting principles, with 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.

The employee will occasionally be exposed to outside weather conditions and may receive phone calls, text messages, and emails outside of normal work hours. The noise level in the work environment is usually moderate.

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