Coordinator- Meetings & Travel

New York
Oct 11, 2016
Nov 08, 2016
Employer Type
Direct Employer
Employment Type
Full Time
Job Board
JDRF is the leading charitable funder and advocate of type 1 (juvenile) diabetes research worldwide. The mission of JDRF is to find a cure for diabetes and its complications through the support of research. We are seeking a Coordinator to work in our small but busy Meetings & Travel department in lower Manhattan. Responsibilities Administrative Duties: Monitor event email box and respond to customer queries in a timely manner. Renew annual hotel agreements for transient room blocks. Manage payment of invoices; track meeting expenditures/invoices in Excel. Follow up with accounting department on external accounts payable queries. Maintain contract files; maintain and distribute Schedule of Meetings to travel agency and other relevant parties. Obtain night-by-night actual pick-up histories from hotels and upload into Excel workbook. Maintain meeting supplies inventory and replenish as needed.Hotel Points & Airline Miles: ensure receipt of points and miles into appropriate accounts; maintain accurate documentation for audit purposes; on an ongoing basis, apply points/miles to reduce travel expenses.Request for Proposals: Issue RFPs and response template to hotel partners, follow-up and organize responses in an Excel spreadsheet prepared for Director's review. Respond to hotel queries on selection status; notify hotels of final decision.Intranet: Maintain Meetings & Travel section on intranet. Upload new information in a timely manner and ensure all data is current and accurate. Participate in ongoing training calls to remain up to date on new information and procedures. Rooming Lists: Create rooming lists, assign negotiated contract concessions and submit to hotel by cut-off date. Review confirmation list provided by hotel to ensure correct check-in and check-out dates, correct billing and bed type information. Manage reservation updates and changes accurately and in a timely manner. Small Meetings: As assigned by National Director, work with internal clients in hotel/venue selection. Negotiate rates and other contract items with hotel, obtain room blocks and prepare meeting specifications including F/B & A/V requirements, rooming list. Source suitable venues for dinner meetings, coordinate details, confirm booking, etc. Build, launch, maintain and manage online registration site (Cvent). Review and reconcile invoice for payment. Large Meetings: prepare badges and registration materials for on-site distribution; organize supplies for on-site office, prepare freight manifest, organize, ship, track and receive freight on-site, manage on-site registration including set-up, distribution of materials, badge corrections; dismantle registration and prepare return freight; participate in other activities assigned by Director. Requirements One to two years of experience in planning meetings or assisting in planning meetings
Excellent organizational, time management and communication skills
Detail oriented and focus on accuracy; deadline driven
Ability to multi-task and respond quickly and accurately to new or changed meetings
Overall positive, can-do attitude
Proficiency in Microsoft Office Suite
Customer service oriented
Strong writing skills
Knowledge of Cvent highly desirable
Ability to travel domestically up to ten (10) days a year
Bachelor's degree
JDRF offers competitive salaries and a full array of benefits including paid time off (vacation, holiday and sick), medical and dental insurance, flexible spending accounts (FSA), a maternity benefit program, and a retirement plan as well as a business casual work environment.
JDRF is an Equal Opportunity Employer. Category: Hospitality & Tourism , Keywords: Meeting Coordinator