Meeting and Travel Technician

4 weeks ago

Washington, United States AFSCME Full time
Duties:
  • Maintains and prepares simple to complex summary reports, schedules and statistical information using spreadsheet applications.
  • Maintain housing information for all non-staff travel.
  • Set up in-house meetings, include beverage setups, with the Administration department to include order food, obtain bids/sample menus from caterers; and provide room set-up to include tables, chairs, audio etc.
  • Contact restaurants for possible reservations, menus, catering needs. Order food and arrange set up for quarterly IEB meetings.
  • Make all arrangements for non-staff travel upon receipt of Travel Authorization forms (T/As) including emailing T/A to travel agency, preparing and processing credit card authorization form, and emailing the information to the hotel to secure the room.
  • Receive and screen incoming requests via mail and/or telephone. Route calls or take and deliver messages. Place calls as requested. 
  • Answer questions in reference to travel, rental cars, future meetings, ticket information etc.
  • Assist with housing and Cvent, to include meetings/conference, hotels, names of guest, addresses, payment information etc. pull reports and forward information to hotels for confirmation lists; proofread list for accuracy. Input, manipulate and maintain housing data in Cvent for conferences and meetings, including running reports and working closely with hotel properties.
  • Staff special AFSCME in-house meetings as assigned and coordinate with caterers and wait staff for set up.
  • Make transportation reservations for meetings, rallies, etc. Compiles, computes, and tabulates data for reports.
  • Locates source material, edits, and coordinates material for inclusion, recognizing variations and verifies completeness of report.
  • May staff AFSCME’s conventions, conferences & meetings.
  • Provide assistance to Meeting Travel and Housing Coordinator, Meeting Planners, and department in managing housing for conference and meetings.
  • Monitor CTS Housing email inbox for information regarding current meetings, etc. as directed by Meeting Travel and Housing Coordinator and Meeting Planners.
  • Work with Accounting on hotel billing with affiliates.
  • Assist with the reconciliation of hotel bills, cross-referencing housing lists.
  • May assist in preparation of PO processing, Recall retrieval, and other duties as assigned.

Requirements:

Education and Experience

  • High school graduate or equivalent.

Skills Requirements:

  • A minimum of five years of progressively responsible office experience or any equivalent combination of education and experience which provides the following knowledge, skills and abilities.
  • Broad knowledge of office and organizational procedures.
  • English skills sufficient to proofread for spelling and grammar and compose simple correspondence. 
  • Effective analytical and communication skills in an oral and written manner.
  • Effective interpersonal skills to interact with staff at various levels of the organization. 
  • Effective customer relations and problem-solving abilities when handling requests from within and outside the organization. 
  • Ability to identify and interpret policies and procedures. 
  • Ability to handle multiple tasks while working with minimal supervision. 
  • Ability to manage time effectively to meet deadlines. Proficient in Microsoft office with special expertise in Excel. 
  • Cvent experience preferred. 
  • Experience in booking travel. 
  • Strong sense of urgency and initiative. 

Travel & Work hours 

  • Some travel and overtime may be required.

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