The Meeting Coordinator is responsible for supporting the client and the Operations Team with the execution of successful meetings and events while maintaining a high level of customer service. This position will be responsible for providing guidance to clients on our services and qualifying all meeting requests. The Meeting Coordinator is also responsible for closing and reconciling files, preparing final bills, managing the commission process, data integrity and other project accountant and data analyst duties. Nametag and tent card coordination and creating is also the responsibility of the Meeting Coordinator.

Essential Duties and Responsibilities:

Job Specific Essential Duties & Responsibilities:

Communication

• Answer inquiries in the meeting support mailbox as well as the program support line.
• Coordinate team meetings. Take and distribute minutes.

Client Consultation

• Act as a consultant for clients who have meetings that do not meet the program's qualifications.
• Provide training to meeting sponsors on internal meeting program planning processes, including registration, billing, process clarifications, etc.
• Provide guidance & support on the meeting software & reporting

Data Integrity

• Responsible for Quality Control of meeting data. Follow-up on inconsistencies, missing information, etc.
• Train team on data entry as needed.
• Responsible for organization and maintenance of all meeting files.
• Responsible for nametag and tent card coordination and creation upon client request. Ensure appropriate supply orders of branded paper stock.
• Update Standard Operations Procedures (SOPs) as needed. Make recommendations for process improvements.

Project Management

• Qualify all meeting details and assign to the appropriate team members.

Accounting

• Reconcile all files and prepare final bills within required timeframes. Ensure all data fields are filled out properly and appropriate documentation is in the file. Close out all files, including data entry, for the client's event planners.
• Complete and research client's p-card reconciliation report accurately and by the appropriate deadline.
• Act as commission liaison - including tracking, follow-up and reporting.
• Calculate budgets for meetings for qualification purposes.