Meeting Coordinator

Allegis Group•Hanover, MD

6d•Hybrid

About The Position

The Meeting Planner will be responsible for assisting in planning, coordinating, and managing all aspects of meetings and conventions (ground transfers/ F&B/ activities/restaurant reservations/rooming lists/manifests/budget recaps). The meeting planner will work closely with all operating companies, as well as outside vendors, to assure that the highest level of service is provided to our internal and external customers. This role requires in-office presence at least 4 days per week.

Requirements

High School Diploma or equivalent
Must have at least one year of experience in the Hotel Industry, Meetings Industry, or working in a similar role within an organization
Excellent problem-solving capabilities
Excellent oral and written communication skills
Proficient in Microsoft Word/Excel.
Ability to multi-task and interact effectively in a team environment.
Consistently displays high character and a strong work ethic
High energy, confidence, and ability to influence others

Nice To Haves

Build relationships
Develop people
Lead change
Inspire Others
Think critically
Communicate clearly
Create Accountability

Responsibilities

Identify the objectives of the event and determine the requirements that must be met to accomplish those objectives
Assist with site selection and mapping out the initial agenda on RFPs
Responsible for gathering information and costs for offsite events, F&B discounts, AV opportunities, transportation, and enhancements for events
Monitor and maintain budgetary guidelines
Assist in managing event registration websites using Cvent for meetings, incentives, and trainings
Ability to multitask and organize overlapping meetings for 10-500 people
Assist in coordinating all event logistics such as, but not limited to, sleeping rooms, transportation, food and beverage, audiovisual, and offsite events.
Organize all program details for execution.
Assist in approving invoices, maintaining financial records, credit card reconciliation, and reporting
Work closely with third party staff while onsite for programs
Partner with the Travel Department on travel manifest, changes, and policies
Travel Required for large onsite meetings
Responsible for assisting with each of the OPCO’s on forecasting, negotiating, and reconciling all meeting related charges.

Benefits

Medical, dental & vision
Hospital plans
401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
Life Insurance (Company paid Basic Life and AD&D as well as voluntary Life & AD&D for the employee and dependents)
Company paid Short and long-term disability
Health & Dependent Care Spending Accounts (HSA & DCFSA)
Transportation benefits
Employee Assistance Program
Tuition Assistance
Time Off/Leave (PTO, Allegis Group Paid Family Leave, Parental Leave)