Corporate Events Coordinator

The Boca Raton•Boca Raton, FL

About The Position

The ideal candidate has a desire to learn the event industry. Their role is to provide organizational and operational support for the corporate sales designers in the planning and execution of Boca by Design’s events.

Requirements

Ability to manage multiple simultaneous projects and work assignments under pressure and deadlines.
Oral and Written communication
Detailed Oriented
Proficient in Microsoft Office and other computer programs
Ability to work in a fast-paced environment.
Interest in planning events.
High School diploma
GED preferred.
Minimum 2 years’ experience in clerical. Typing at 65WPM, letter composition, word and excel experience with MS Word, Photo Shop and up to date computer skills including twitter, eblasts and blogging.
Understand/Speak/Read/Write English fluently.
Excellent communication and presentation skills.
Occasionally lift/carry up to 50 lbs.

Nice To Haves

Event Industry experience preferred.

Responsibilities

Ensure all proposals provided by manager are typed accurately and added correctly when sending to clients on a timely basis.
Administrative support for Special Event Designers.
Ensure all managers receive the proper assistance to complete their jobs. Assist with signed contract receiving and proper payment documentation.
Typing proposals, distribution, Support DMC function by handling activity contracts as well as updating offerings.
Attend conference calls and client meetings with managers to have more of an understanding on event needs and vision.
Assist manager to handle purchasing of items for events.
Oversee install on events when Corporate Managers are unavailable.
Ensure all items listed on proposals are present and correct.
Organize, maintain, and label photos from events; photo drive to have individual files for photos.
MEET with manager regularly to understand priorities for the day.
Maintain current filing system regularly thru scanning for all incoming and outgoing events and keeping up to date.
Prepare spread sheets for any groups that involve a multitude of events taking place to help keep track of items, vendors and install time.
Follow up with Managers on any projects they need assistance with.
Ensure all proposals are correct and communicated with client in a timely manner.
All Master proposals kept up to date and distribute changes properly.
Track Preferred Vendors on BEO’s and commissions owed.
Familiar with samples, Linen Packages and Sales Force.
Distribute proposals upon receiving signatures and Master Account numbers. Receive payments when applicable.
Monitor changes or revisions and update Master files.
Prepare IN-HOUSE proposals occasionally to assist manager.
Go through BEOs for anything BBD related (including diagrams), cross reference with appropriate managers and proposals. Provide copies to respective manager.
Attend Daily BEO meetings if managers cannot be present.
Ensure DMC booklets are up to date with correct prices, and activity information.
Any new DMC events put together contracts, description and add to DMC booklets.
Monitor/Update/ Research offsite property venues booklet for private events.
Take ownership of responsibilities and tasks and be accountable for all actions and interactions.
Proficient at all Microsoft Office applications.
Goes above and beyond tasks to assist manager with follow up and changes.
Send intro letters to potential and tentative corporate clients that managers are not already in contact with.
Send thank you emails after event to clients when needed.
Answer phone calls with any inquiries, and forward to appropriate individuals.
Maintain function of position and operations.
Pricing, clients and vendors confidential.
Coordinate appointments and scheduling of events on the calendar.
Oversee activity events and coordination.
Schedule appointments with designers.