Event Coordinator 1

Primerica•Duluth, GA

1d•Hybrid

About The Position

Assist in the coordination, planning and execution of corporate field force meetings, conventions and incentive trips. Interacts with team members, senior management, communications, distribution and various other departments to complete assigned task. Provide assistance in coordination of services with outside vendors (hotels, Convention Centers, DMC, etc.). Assist senior planners and managers in executing all aspects of event when on-site executing an event. Provide direction and support to hotel, DMC, transportation staff and other personnel involved in executing event. Develop, test and maintain registration websites, monitor travel company and review and approve flights selected by field representatives. Validate event invoices and prepare for payment. This is a hybrid position that requires working onsite in the Duluth, Georgia office and remotely multiple days each week.

Requirements

Bachelor's degree in Hospitality, Business or equivalent experience
4 - 5 years project coordination experience
Proficient in use of Microsoft Word, Excel, and PowerPoint.
Access helpful.
Excellent communication skills.
Ability to travel.
Ability to work weekends.
Strong Organizational skills.
Ability to interact with upper management.
Flexibility to handle multiple and changing priorities.
Ability to work independently.
Ability to organize and coordinate projects among diverse departments.
Ability to work well under pressure.

Responsibilities

Assist with the planning and execution of corporate field events.
Execute assigned task for each event which can vary by event (prepare rooming list, website development, prepare seating assignments, event décor, entertainment, air and ground transportation, VIP special handling, menus, etc.).
Assist with development of registration website and print materials associated with incentive trip.
Prepare email communication to qualifier with registration information.
Assist with creation of registration reporting and provide to senior management.
Assist with implementation of flight rules and dollars limits with Travel Company.
Respond to phone and email inquiries.
Evaluate and escalate inquiries with challenges that need further review.
Provide assistance in all aspects of meeting when on-site executing an event.
Identify and communicate challenges to management.
Provide direction to hotel staff, transportation company, DMC and various others vendors.
Assist with on-site registration process and provide exceptional customer service.
Assist with development, validation and placement of event seating.
Assist with the development of Event Mobile app using CVent software.
Identify and create materials to be included in app.
Create promotional material related to app.
Provide user support for Mobile App.
Provide support to website developer.
Complete training on CVent website development.
Notify department accountant of any accounting needs associated with website.
Identify accounts to use for processing.
Execute testing of websites and notify developer of changes required.
Obtain owner approval to move into production.
Monitor registration site and notify developer of any challenges.
Monitor PayPal account when meeting has registration fees.
Process special request.
Support Convention registration process with Registration Company.
Communicate specifications to Registration Company.
Respond to field representative phone and email inquiries regarding Convention registration.
Assist in the management of event budgets.
Monitor event expenses and identify any challenges.
Elevate concerns to senior management.
Assist with event expense validation and processing.
Prepare event invoices for payment.
Prepare field force travel reimbursements for payment.
Prepare Field Representative event final documents for distribution prior to event.
Obtain appropriate approvals for documents.
Research and Respond to phone and email inquires regarding events.
Maintain department supplies and submit purchase orders for approval.
Act as COB coordinator, prepare required documents and complete processes.
Submit COB plan to management for approval.
When needed, provide assistance with large groups.
Assist with operation of Gift Shop.
Operate POS registers.
Assist with Tours.