Title: MEETINGS COORDINATOR
Qualifications:
1. Bachelor’s degree or relevant experience.
2. Knowledge and experience of hotel, catering, meeting and/or travel arrangements a plus.
3. Ability to work closely and effectively with members and staff.
4. Ability to manage multiple tasks and changing priorities without close supervision.
5. Skills to communicate effectively, both verbally and in writing, with members and staff.
6. Willingness to travel in and out of state and country with availability for some weekend and evening work
7. Understanding of basic accounting procedures.
8. Good spelling, grammar and clerical skills.
9. Ability to work accurately and in an organized manner.
10. Working knowledge of Microsoft 365 including WORD and EXCEL.
Essential Functions
1. Ability to communicate in a professional and positive manner with members and staff, both verbally and in writing.
2. Ability to manage multiple tasks and changing priorities while working quickly and accurately.
3. Ability to use a personal computer, telephone, photocopier and various other types of office equipment.
4. Ability to travel to meeting locations.
5. Ability to walk, climb stairs and lift up to 10 pounds on a sustained basis while staffing meetings and other PBA events.
6. Ability to enter registration forms in a timely and accurate manner.
Reports To: Director of Meetings
Position Summary
The Meetings Coordinator will work closely with the Director of Meetings and the Associate Director of Meetings on all areas of meeting preparations as assigned. These responsibilities include; but are not limited to, performing all functions associated with the registration of meeting attendees. In addition, the Meetings Coordinator will serve as the registrar and/or on-site coordinator at PBA meetings and at other meetings as assigned. The Meetings Coordinator will also be responsible for performing a full range of administrative duties. These duties include; but are not limited to: typing, arranging conference calls, filing, data entry, meeting arrangements, mailings, making travel arrangements, working with exhibitors and maintaining the meetings supplies inventory. This individual must be able to prioritize his or her workload while working quickly and paying close attention to detail.
Duties and Responsibilities
In addition to performing any duties that may be assigned by the Director of Meetings and/or the Associate Director of Meetings, the Meetings Coordinator is responsible for the following:
1. Develop registration formats for ClearVantage and track all registrations as assigned.
2. Analyze registrations received for meetings; determine and correct conflicts and errors.
3. Receive and process payments of registration and related monies due; create and maintain rooming lists, communicate rooming needs to meeting venues and track additions, deletions and cancellations.
4. Produce and distribute registration and transfer reports.
5. Serve as liaison to members/attendees; duties include assisting members with interpretation of printed information, dispensing advice on program elements and resolving scheduling conflicts and other issues prior to, during and after meetings.
6. Perform cost research and analysis of assigned meeting components, prepare and distribute cost analyses, including travel costs.
7. Schedule and direct staff at on-site registrations desks.
8. Serve as on-site coordinator as assigned, directing operations of meeting.
9. Review, code and process invoices. Prepare and distribute cost analyses.
10. Perform a full range of administrative duties including answering telephone calls, typing, opening and directing mail, arranging conference calls/meetings, data entry, and maintaining files as required.
11. Prepare and process mailings and other projects when required.
12. Photocopy when requested.
13. Create signs, badges and tickets for meetings
14. Coordinate banquet functions not held in conjunction with multiple day conferences.
15. Make travel and hotel arrangements for PBA by analyzing the travel options available and choosing the most cost effective option without inconveniencing the traveler.
16. Order and maintain all meetings supplies and arrange to transport materials to meeting sites.
17. Have complete responsibility for all aspects of exhibits at PBA meetings to which he or she is assigned.
18. Develop and maintain a general knowledge of PBA activities in an effort to provide exceptional customer service to all PBA members.
Term of Employment: Full-time position
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
Schedule:
COVID-19 considerations:
Vaccine requirement
Ability to commute/relocate:
Experience:
Work Location: Hybrid remote in Harrisburg, PA 17101
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