Corporate Events Coordinator

Summary

The ideal candidate has a desire to learn the event industry. Their role is to provide organizational and operational support for the corporate sales designers in the planning and execution of Boca by Design's events.

Essential Functions

Job duties include, although are not limited to:

• Ensure all proposals provided by manager are typed accurately and added correctly when sending to clients on a timely basis.
• Administrative support for Special Event Designers.
• Ensure all managers receive the proper assistance to complete their jobs. Assist with signed contract receiving and proper payment documentation.
• Typing proposals, distribution, Support DMC function by handling activity contracts as well as updating offerings.
• Attend conference calls and client meetings with managers to have more of an understanding on event needs and vision.
• Assist manager to handle purchasing of items for events.
• Oversee install on events when Corporate Managers are unavailable.
• Ensure all items listed on proposals are present and correct.
• Organize, maintain, and label photos from events; photo drive to have individual files for photos.
• MEET with manager regularly to understand priorities for the day.
• Maintain current filing system regularly thru scanning for all incoming and outgoing events and keeping up to date.
• Prepare spread sheets for any groups that involve a multitude of events taking place to help keep track of items, vendors and install time.
• Follow up with Managers on any projects they need assistance with.
• Ensure all proposals are correct and communicated with client in a timely manner.
• All Master proposals kept up to date and distribute changes properly.
• Track Preferred Vendors on BEO's and commissions owed.
• Familiar with samples, Linen Packages and Sales Force.
• Distribute proposals upon receiving signatures and Master Account numbers. Receive payments when applicable.
• Monitor changes or revisions and update Master files.
• Prepare IN-HOUSE proposals occasionally to assist manager.
• Go through BEOs for anything BBD related (including diagrams), cross reference with appropriate managers and proposals. Provide copies to respective manager.
• Attend Daily BEO meetings if managers cannot be present.
• Ensure DMC booklets are up to date with correct prices, and activity information.
• Any new DMC events put together contracts, description and add to DMC booklets.
• Monitor/Update/ Research offsite property venues booklet for private events.
• Take ownership of responsibilities and tasks and be accountable for all actions and interactions.
• Proficient at all Microsoft Office applications.
• Goes above and beyond tasks to assist manager with follow up and changes.
• Occasional Weekends are required.

Internal Relationships

Reports to Special Event Designers

External Relationships

Has regular contact with clients:

• Send intro letters to potential and tentative corporate clients that managers are not already in contact with.
• Send thank you emails after event to clients when needed.
• Answer phone calls with any inquiries, and forward to appropriate individuals.
• Maintain function of position and operations.
• Pricing, clients and vendors confidential.
• Coordinate appointments and scheduling of events on the calendar.
• Oversee activity events and coordination.
• Schedule appointments with designers.

Qualifications

• Ability to manage multiple simultaneous projects and work assignments under pressure and deadlines.
• Oral and Written communication
• Detailed Oriented
• Proficient in Microsoft Office and other computer programs
• Ability to work in a fast-paced environment.

Education/Experience Requirements

• Interest in planning events.
• High School diploma
• GED preferred.
• Minimum 2 years' experience in clerical. Typing at 65
  
  WPM, letter composition, word and excel experience with MS Word, Photo Shop and up to date computer skills including twitter, eblasts and blogging.
• Understand/Speak/Read/Write English fluently.
• Excellent communication and presentation skills.
• Occasionally lift/carry up to 50 lbs.
• Event Industry experience preferred

Physical Requirements

Lifting 50 lbs. maximum with frequent lifting and carrying of objects weighing up to 25 lbs. It requires walking or standing to a significant degree, as well as reaching, handling, feeling, talking, hearing, and seeing.
In the United States, we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.