Meetings & Events Coordinator

Theodore Roosevelt Medora Foundation•Medora, ND

6d•Onsite

About The Position

The Meetings & Events Coordinator provides comprehensive administrative and logistical support for events. This role involves managing event details, coordinating vendors, handling communications, and ensuring smooth event execution. The Meetings & Events Coordinator works closely with Sales Representatives to execute on the contracts developed between the Sales Representatives and the Client. The Meetings & Events Coordinator collaborates closely with the TRMF Hospitality team to provide support for diverse types of group events, from corporate retreats, motorcoaches, weddings, reunions, to large-scale conferences.

Requirements

Organizational Skills: Excellent organizational skills to manage multiple tasks, prioritize effectively, and meet deadlines.
Communication Skills: Strong written and verbal communication skills for interacting with clients and adapt to changing situations.
Problem-Solving Skills: Ability to troubleshoot issues, resolve problems independently, and adapt to changing situations.
Attention to Detail: Meticulous attention to detail to ensure accuracy in event planning and execution.
Teamwork: Ability to work effectively as part of a team and collaborate with others.
Event Planning Experience: Experience in event planning or event coordination preferred.
Software Proficiency: Familiarity with event management software and Microsoft Office Suite.
Knowledge of Group Markets, Food and Beverage, Lodging and/or hospitality industry.
High school diploma required, bachelor’s degree in business administration, Hospitality Management, and Communications or related field preferred.
Minimum of three (3) years’ experience in a clerical or administrative position; or an equivalent combination of education and experience.

Responsibilities

Coordinate all aspects of the event, from planning, logistics, and execution. This includes venue set-up, catering arrangements, audiovisual setup, and attendee accommodations. This includes creating and releasing tickets and room blocks.
Plan and facilitate weekly catering meetings with the Hospitality team.
Manage event orders, maintain records of bookings, handling payments, and preparing event documentation.
Processing invoices and tip sheets in three to five business days.
Coordinating with Hospitality Team for services like catering, decorations, and needed equipment.
Serve as onsite point of contact for any outside vendors contracted by group for event needs (i.e. A/V, Rentals)
Ensure that events meet legal, safety, and health requirements and regulations; obtain necessary permits from fire, police, and health departments.
Develop and maintain current list of available venues, services, and pricing options to support sales representatives.
Acting as primary point of contact for booked events, communicating with group contact, and managing event-related correspondence.
Create, update, and distribute banquet events orders.
Receive and screen telephone calls and visitors, and provide routine information regarding events, operations, policies, and procedures.
Accurately maintain the master event calendar and distribute it in a timely manner.
Assisting with tracking expenses and managing budgets outlined in group contracts
Providing on-site assistance during events, ensuring smooth operations, and addressing any issues that may arise.