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Hotel Meetings Coordinator

1 month ago

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

Join the Close Up Foundation team as a Hotel Meetings Coordinator and play a crucial role in the success of our civic education programs. As a key member of our 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 submit BEOs for the procurement of hotel meals, ensuring seamless execution of events.
  • Communicate scheduling information to internal teams and program leaders, both electronically and in interdepartmental meetings.
  • Prepare registration materials and supplies for each Close Up program, ensuring a smooth and efficient experience for participants.
  • Assist in the management of onsite logistics, including electronic registration support for student programs, to ensure a successful event.
  • Maintain relationships with internal and external clients to deliver exceptional event services and address any concerns with hotel event managers.
  • Serve as the weekend manager on duty approximately once per month, providing leadership and support to the team.
  • Travel up to five times per year to assist with operations for local Close Up programs, fostering collaboration and knowledge sharing.
  • Work and respond to calls/emails outside of normal business hours during the Close Up program season, demonstrating flexibility and commitment to the team's success.
Requirements:
  • A four-year degree from an accredited college or university.
  • One to two years of experience coordinating and managing meetings or events, with a preference for hospitality experience.
  • Experience coordinating student travel programs is desirable, and on-the-job training will be provided based on experience level.
  • Strong communication and customer service skills, with the ability to communicate in a clear and concise manner, both verbally and in writing.
  • A proven commitment to customer service, with a focus on delivering exceptional event experiences.
  • Strong attention to detail and organizational and time-management skills, with the ability to manage multiple programs/responsibilities simultaneously and meet strict deadlines.
  • Familiarity with Microsoft Excel is strongly preferred, and the ability to reconcile vendor invoices and prepare purchase orders is essential.
  • A willingness to work some evening and weekend hours, with a flexible and adaptable approach to meeting the needs of the team and events.
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.

The Close Up Foundation is an Equal Opportunity Employer, and we welcome applications from diverse candidates who share our commitment to delivering exceptional event experiences.