Meeting Services Coordinator

Headquarters Careers At Servpro Industries • Gallatin, TN

6d • Hybrid

About The Position

The Meeting Services Coordinator (MSC) supports the Convention Team in delivering impactful events for franchisees and clients. This role manages accommodations, registration giveaways, and oversees major events such as the Elite Retreat and Client Forum, including site selection, contract negotiations, communications, and on-site execution. The MSC also serves as the primary liaison with hotels and venues and provides support for SERVPRO Headquarters receptions and trade show gatherings.

Requirements

• Strong knowledge of the meetings industry and event planning best practices.
• Minimum three (3) years of experience in meetings or hotel industry.
• Proficient in Microsoft Office Suite and related software.
• Excellent organizational, time management, and prioritization skills with ability to manage multiple projects.
• Strong attention to detail, follow-up, and ability to work independently.
• Exceptional interpersonal and communication skills, both written and verbal.
• Ability to work in a fast-paced environment and maintain focus on execution and results.
• Commitment to delivering excellent customer service and representing SERVPRO professionally.

Nice To Haves

• Valid drivers license or US Passport is a plus.

Responsibilities

• Source, select, and order registration giveaways (e.g., bags, apparel, branded items) in collaboration with Marketing.
• Manage budgets and track expenses for attendee materials and award shipping.
• Serve as primary contact for hotel reservations for headquarters staff, executives, and special guests.
• Liaise with hotels regarding rooming lists, concessions, billing adjustments, and suite upgrades.
• Monitor franchisee reservation pick-up against contracted blocks and respond to inquiries regarding policies and processes.
• Maintain and update Convention website content in partnership with IT and Marketing to reflect current themes and event details.
• Draft and distribute communications related to awards and registration processes.
• Participate in site visits and pre-convention meetings to assist with event placement and logistics.
• Conduct staff orientation sessions and provide secondary support for onsite needs, including reservations adjustments and food and beverage functions.
• Lead planning and execution of the annual four-day incentive trip for top-performing franchises, including site selection, contract negotiations, and coordination with hotels and Convention & Visitor Bureaus.
• Manage attendee communications, including award notifications, travel arrangements, and onsite schedules.
• Oversee food and beverage selections, gift sourcing, and vendor coordination.
• Manage event budgets and reconcile post-event financials; submit recap to Executive Management.
• Work closely with internal departments to plan offsite meetings, including location, attendees, agenda, and activities.
• Manage site selection and contract negotiations.
• Select offsite dinner locations and coordinate food and beverage for receptions, breakfasts, lunches, and dinners.
• Research and arrange ground transportation as needed.
• Manage contracts or Banquet Event Orders (BEO) and oversee onsite execution.
• Submit post-event financial recap to the host department.

Benefits

• Excellent health benefits plan, which includes medical, vision and dental options
• 401(k) with company match
• Company profit sharing plan
• Generous paid time-off and paid holidays
• Paid parental leave
• 2 free on-site fitness rooms
• Employee Assistance Program
• Employee Resource Groups
• Personal and professional development program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 251-500 employees