Documentation Manager jobs in Santa Barbara, CA

Account Manager

PRA is the market-leading business event management firm, delivering unique experiences that move hearts, minds and businesses forward. Blending Passion, Reach and Authenticity, PRA works collaboratively with clients to craft creative, multi-sensory attendee journeys to leave a lasting impression.

Summary

The Account Manager is a hybrid role supporting the Proposal Development and Event Production functions for a select segment of the business meeting specific criteria. While this is an independent and self-reliant role, the Account Manager will be working in collaboration with our clients, suppliers, and as needed, internal PRA teams to develop and deliver events that exceed our clients' expectations. Considering this is a hybrid role, it is anticipated that the Account Manager would spend 80% of their time in the Experience Design function and 20% of their time in the Operations function. Program operating will be based on a simplistic scope of elements with an estimated $50,000 and under revenue expectation.

Applicants must be based in the Santa Barbara area for this role.

PRA Services and Areas of Focus

Custom Event Design, Entertainment & Branding

Tours & Activities

Offsite Venue sourcing

Restaurants / Dine-Arounds

Transportation

Professional Staffing & Registration Services

Primary Responsibilities

Experience Design Function:

• Works collaboratively with Sales, Creative and Production to develop memorable, and compelling proposals and presentations that follow the process and brand standards at PRA.
• Responsible for custom curating designs and experiences based on client and group needs.
• Responsible for the development of quote line-item details, costing and pricing in alignment with program development vision, sales and creative strategies, and client specifications.
• Oversee complex quoting and budget development while identifying opportunities for efficiencies and cost savings on all events.
• Review and edit proposals from supplier partners to maximize efficiencies and ensure compliance with budget and company policies and procedures.
• Responsible for innovative Product research and development of service offerings.
• Coordinate office product development meetings and deliver presentations to team members.
• Research, develop and maintain business relationships with supplier/partners.
• Participate in client engagement process, site inspections and presentations with regional sales managers as requested.
• Responsible for ensuring that office sales tools, tariffs, and product resource books are current, complete and available for team to use at any time
• Perform other duties and responsibilities as required or requested.

Operations Function:

• Responsible for the logistical management and operational execution of client events and programs
• Serves as the primary contact for the client during the pre-planning and operation of the client's program post-sale and ensures the expectations of the client are exceeded to promote client satisfaction and account retention
• Responsible for managing the expected gross margin for the event once contracted
• Orders, confirms and re-confirms all suppliers, develops relationships with supplier/partners, negotiates and contracts terms-of-service and price including, but not limited to service expectation levels, guarantees, cancellation, billing information, directions, etc.
• Ensures deposits for program have been received as contracted and billing is completed
• Determines Field Staff work assignments, based on program schedule and staffing needs
• Completion of all program production paperwork, such as trip sheets, check requests, service agreements, invoicing, job costing, expense reports, etc.
• Responsible for forwarding any necessary program information to hotel and venue representatives to ensure seamless coordination with venue operations
• Conducts pre-con meetings with client/hotel to review all details of the program as confirmed
• Keeps Regional and Global Sales Managers fully informed of all opportunities and program changes and takes prompt corrective action where necessary to ensure successful delivery of client objectives

Qualifications

• Bachelor's degree, or equivalent relevant experience, or a combination thereof
• 2 years of experience in overseeing the execution of corporate meetings, client events, and other complex programs with DMC, corporate incentive travel, hospitality, or related experience highly preferred
• Excellent interpersonal and communication skills
• Ability to analyze and interpret client proposal requirements, contracts, financial reports, and other legal documents
• Ability to effectively present information and respond to questions from clients, supplier partners, and hoteliers
• Ability to multitask and work on multiple programs with different deadlines
• Ability to work well with all levels of management and staff, hoteliers and venue staff, clients and supplier/partner.
• Working knowledge of attractions, hotels, parks, venues and supplier/partners in the local area and ability to locate and vet new venues and supplier/partners
• Must be able to work flexible hours including weekends, evenings and holidays

Whether in-person, remote, or hybrid, PRA guides organizations in bringing people together with strategic content, brand engagement and authentic destination experiences. PRA has local teams across the US covering more than 29 top destinations, and a remote execution team who can plan anywhere our clients envision an incomparable meeting or event.

Internally, we have a robust sustainability and social impact program that includes initiatives around carbon reduction, pushing towards zero waste, supporting the American Forest Foundation and PACT-USA, working with our supply chain to ensure we have sustainable and diverse suppliers for client events and a focus on equity, diversity and inclusion. Our plans and projects are ongoing and we are excited with the changes we've made and look forward to the continued and increased impact we will have through these programs and initiatives.

Our Corporate and Incentive Program Planning Capabilities Include:

Creative Event Design Production; Local Excursions; Tours; Teambuilding; Offsite Events; Dine Arounds; Digital Hybrid Programming; Health Safety Logistics; CSR Giveback Initiatives; Sustainable Planning Services; Transportation Logistics; Staffing; Content Creation; Graphic Design Branding; Gifting.

Follow PRA on social @PRABusinessEvents and visit www.pra.com for more information.