Conference Operations Coordinator

2 weeks ago

San Diego, California, United States Smart City Full time

Event Coordinator

Job Category: Customer Service & Contact Center Operations

Requisition Number: EVENT001133

Job Details

Description

Event Coordinator

Company Overview

Smart City has been a leader in the telecommunications sector for over three decades, specializing in services for convention centers and meeting venues. We facilitate technology solutions for over 3,000 events each year, partnering with numerous Fortune 500 companies and major trade shows. Our involvement spans a wide range of events, from automotive exhibitions to significant political conventions and global economic forums.

With a dedicated workforce of more than 250 professionals across the nation, our headquarters in Las Vegas houses our national customer service, accounting, and technology teams, along with our Network Operations Center (NOC), which ensures Internet security and continuous monitoring of our networks.

The Event Coordinator plays a crucial role in the success of our organization by collaborating closely with event management, venue management, and key clients to address their needs. This position also involves resolving customer service and sales issues through an on-site presence at designated events.

Key Responsibilities

The Event Coordinator will support the Sales & Marketing Team and will be responsible for, but not limited to, the following:

  1. Facilitating and coordinating customer sales and service activities with event management and key clients to meet client needs and resolve issues during pre-event and on-site.
  2. Building strong client relationships by consulting on their Internet and Telephony requirements to provide optimal event solutions.
  3. Participating in planning visits and pre-conference meetings for all assigned events to align with client expectations.
  4. Researching historical event data using proprietary company databases and other resources.
  5. Preparing detailed quotes for clients and managing revisions and updates.
  6. Maintaining accurate records in the company database and ensuring all changes are current.
  7. Delivering all relevant event information to the internal team.
  8. Managing financial transactions for assigned events, addressing billing discrepancies, and suggesting additional services as needed.
  9. Utilizing and mastering all aspects of the company’s proprietary software system.
  10. Assisting and responding to inquiries from customer sales and service staff.
  11. Clearly explaining and recommending all aspects of company products and services to clients.
  12. Ensuring adherence to all company policies.
  13. Providing guidance and training to junior customer service representatives, acting as a lead or specialist as required.
  14. Offering proactive support and coordination for pre-event and on-site customer approvals for all requested services.
  15. Preparing comprehensive reports for show sites.
  16. Collaborating with other departmental team members on customer service and sales issues.

Qualifications

Strong proficiency in Microsoft Office Suite is required, especially Outlook, Word, and Excel. The ideal candidate should possess:

  • Ability to manage multiple tasks and respond to interruptions professionally.
  • Exceptional organizational skills.
  • A professional demeanor.
  • Knowledge of telecommunications and network products and services.
  • Quick adaptability to the needs of clients and colleagues.
  • Strong attention to detail.
  • A high school diploma or equivalent; a Bachelor's degree is preferred.
  • Experience in the tradeshow/event industry and/or telecommunications is preferred.

Smart City Networks is an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity, age, veteran status, disability, or any other legally protected characteristics.

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