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Event Coordination Specialist

2 months ago

Waller, Texas, United States DAIKIN COMFORT TECHNOLOGIES MFG LP Full time
Job Overview

The Meetings and Events Planner, Level 2 is responsible for overseeing various aspects of corporate meetings and events for Daikin Comfort Technologies MFG LP. This role involves meticulous planning and execution to ensure successful outcomes.

Key Responsibilities:
  • Comprehensive Coordination: Manage all elements of assigned meetings, factory tours, and showroom visits.
  • Pre-Planning Meetings: Organize and lead pre-planning discussions with the project team, ensuring effective communication of all necessary information.
  • Agenda Management: Develop and set detailed agendas and schedules for on-site meetings and tours.
  • Communication: Relay meeting specifics to all levels of the management sales team.
  • Vendor Sourcing: Create Requests for Proposals (RFPs) to identify vendors and venues for the annual calendar.
  • Registration Oversight: Administer the online registration system, including its functionalities and reporting.
  • Logistics Planning: Coordinate logistics, including agenda/program development, menu selections, transportation arrangements, registration, housing processes, and audiovisual needs.
  • Onsite Management: Provide on-site oversight of meetings and events, ensuring smooth interactions between customers and vendors.
  • Problem Solving: Address and resolve onsite issues promptly, implementing contingency plans as necessary.
  • Budget Management: Monitor meeting and event expenses, ensuring adherence to budgetary constraints.
  • Attendance Tracking: Maintain records of attendance, registration, hotel history, and participant satisfaction.
  • Reporting: Generate and maintain meeting reports.
  • Post-Event Evaluation: Complete follow-up tasks, including expense reconciliation and event evaluation.
  • Vendor Relations: Develop and manage relationships with vendors and oversee contract negotiations.
  • Additional Duties: Undertake other projects as required to support ongoing business needs.
Qualifications:
  • Experience: 3 to 6 years in event planning or related fields.
  • Education: High School diploma or GED required; Bachelor's degree preferred or equivalent experience.
Skills Required:
  • Strong interpersonal and relationship management abilities.
  • Exceptional customer service and communication skills.
  • Effective organizational and time management capabilities.
  • Team-oriented with a results-driven mindset.
  • Proficient in MS Office Suite (Outlook, Word, PowerPoint, Excel).
  • Knowledge of event marketing and industry standards.
  • Ability to work under pressure and make sound decisions.

This position does not involve people management and requires the ability to perform essential responsibilities with or without reasonable accommodations.