Meetings & Events Operations Specialist

Northwestern Mutual

1d•Onsite

About The Position

Summary: Lead and support operations for meeting and events space at the Milwaukee and Franklin Campuses. This role will contribute to an event's successful outcome by acting as the point person for facilities logistics for standard events that may include high profile guests, events sensitive in nature while partnering with event planners , vendors, and other NM partners. This role may support meetings and events consultants to ensure successful outcomes for the largest and more complex hosted. This role also manages the financial aspects of space utilization, which includes recommendations to efficiently host meetings in the Home Office. This recommends changes to improve events operations. Primary Duties and Responsibilities: Serves as a single point of contact to the event planner, or assigns a designee as the SPOC, for routine meetings and events in CEE reserved space in preparation of and during events. Supports meeting & events consultant on the most complex events. Manage events with high profile guests functioning as liaison with all vendors, caterers, and any other contractors associated with events. This may include efforts such as coordinating dock access, monitoring restrooms, adjusting HVAC, supporting technology questions, etc. Fosters a collaborative environment among the supporting teams of set up, cleaners, food service, security, AV and others. Coaches these teams to be synchronized in their efforts to provide timely, an efficient and hospitable services in a safe event environment. Recommend s appropriate levels of service for the Learning Institute and related space. Works with various stakeholders (AV, security, Facilities) to meet the service level agreements and adjust if needed. Assures that the space and services for all meeting and events arrangements are to quality and safety specifications. Perform daily walk-throughs in function space to ensure full compliance and coordinates corrective actions with appropriate support team. Coordinates services in support of events including vendor dock access, kitchen usage, departure needs, etc. Gives recommendations to ensure good safety practices of employees, assists in the maintenance of the emergency action plan and security procedures. Under the guidance of senior manager, conduct research and Benchmark with other similar properties. Reports on comparisons of services, usage and expense management. Under direction of senior manager, track current utilization and give recommendations to support planning for future space needs or upgrades to existing space to meet future demands and operate efficiently. Under guidance of senior manager, contribute to quarterly assessments of operation effectiveness, pain points and improvement opportunities in operating services and recommend changes when appropriate. Responsible for securing actual or estimated costs from service providers as necessary Responsible for managing the facility use invoice process, reconciliation and collection as needed. Provide superior customer service to build rapport with the internal and external guests. Evaluates incoming event requests to determine optimal solutions to meet the needs of the requestor. Recommends solutions, where no clear-cut guidelines exist, to accommodate problems, last minute changes, or conflicts. Uses judgment and independent decision making as well as collaborating with other support services to meet the client's objective. Responsible for the distribution of Banquet Event Orders (BEO) to the client and all support services for the coordination of event details. Support reservations team by assisting with diagrams/name badges/admin tasks. Trains interns and project support admins on operational processes and routines. Perform daily walk-throughs in function space to ensure full compliance of service level standards is maintained and coordinate corrective actions with appropriate support team.

Requirements

Bachelor’s degree in events management, business, communications or equivalent work experience.
Two to five years' experience in a supervisory banquet/hospitality environment
Some knowledge of Food and Beverage preparation, service standards, and hospitality service etiquette
Experience in multi-faceted projects/events and ability to work in a team environment.
Knowledge in industry practices related to events, expenses and resources.
Superior oral and written communication skills with the ability to build rapport and use tact at all levels.
Strong Financial management skills to provide analysis and reporting of direct and indirect expenses related to the operation of event space.
Demonstrated knowledge and skill in adaptability, decision making, customer/user experience.
Ability to manage ambiguous situations and adjust on the fly
Ability to influence without authority, resolve conflict and negotiate solutions with multiple stakeholders
Available to work days, nights, weekends and some holidays in support of events as needed.

Responsibilities

Serves as a single point of contact to the event planner, or assigns a designee as the SPOC, for routine meetings and events in CEE reserved space in preparation of and during events.
Supports meeting & events consultant on the most complex events.
Manage events with high profile guests functioning as liaison with all vendors, caterers, and any other contractors associated with events.
Fosters a collaborative environment among the supporting teams of set up, cleaners, food service, security, AV and others.
Coaches these teams to be synchronized in their efforts to provide timely, an efficient and hospitable services in a safe event environment.
Recommend s appropriate levels of service for the Learning Institute and related space.
Works with various stakeholders (AV, security, Facilities) to meet the service level agreements and adjust if needed.
Assures that the space and services for all meeting and events arrangements are to quality and safety specifications.
Perform daily walk-throughs in function space to ensure full compliance and coordinates corrective actions with appropriate support team.
Coordinates services in support of events including vendor dock access, kitchen usage, departure needs, etc.
Gives recommendations to ensure good safety practices of employees, assists in the maintenance of the emergency action plan and security procedures.
Under the guidance of senior manager, conduct research and Benchmark with other similar properties.
Reports on comparisons of services, usage and expense management.
Under direction of senior manager, track current utilization and give recommendations to support planning for future space needs or upgrades to existing space to meet future demands and operate efficiently.
Under guidance of senior manager, contribute to quarterly assessments of operation effectiveness, pain points and improvement opportunities in operating services and recommend changes when appropriate.
Responsible for securing actual or estimated costs from service providers as necessary
Responsible for managing the facility use invoice process, reconciliation and collection as needed.
Provide superior customer service to build rapport with the internal and external guests.
Evaluates incoming event requests to determine optimal solutions to meet the needs of the requestor.
Recommends solutions, where no clear-cut guidelines exist, to accommodate problems, last minute changes, or conflicts.
Uses judgment and independent decision making as well as collaborating with other support services to meet the client's objective.
Responsible for the distribution of Banquet Event Orders (BEO) to the client and all support services for the coordination of event details.
Support reservations team by assisting with diagrams/name badges/admin tasks.
Trains interns and project support admins on operational processes and routines.
Perform daily walk-throughs in function space to ensure full compliance of service level standards is maintained and coordinate corrective actions with appropriate support team.