Event Coordinator
Job Details
JNR Inc - Irvine, CA

 

Department: Global Meetings and Incentives

Title: Coordinator

Reports to: Director GMI

Status: Full-Time Non-Exempt

 

Position Description:

 

The Coordinator GMI is responsible for providing administrative support to the Global Meetings and Incentives Department in the detailed planning and coordination of Incentive Programs, Dealer Meetings, Conventions, etc. The Coordinator GMI will create and maintain program timelines, internal reports and master files. This person will also manage the graphics and marketing components of each program from beginning to end. The Coordinator will work with several Travel Operations Account managers, have exposure to a number of programs and have contact with high-profile clients. Person must possess excellent time management and organizational skills, along with great attention to detail. While an Operations Account Manager is out of office the Coordinator will be responsible for keeping projects moving forward and meeting deadlines.

 

Key Responsibilities:

 

Pre-Program Planning

  • Assist with day-to-day coordination and operations of various incentive and meeting travel programs.
  • Schedule, coordinate and conduct mailings for enrollment, promo campaigns, pre-trip, etc.
  • Create and maintain contact sheets, program timelines, internal reports and master files.
  • Order, pack and maintain trip operating materials and program supplies.
  • Ensure quality client/customer standards are upheld at all times.
  • Other duties as assigned

 

Industry Relations

  • Interact with clients and vendors on a regular basis as directed.
  • Must have good customer service skills both in person and over the phone.
  • Other duties as assigned

 

Company Relations

  • Interact with internal departments on a regular basis.
  • Flexibility to work with different personality types.
  • Other duties as assigned

 

Administrative

  • Excellent written and oral communication skills.
  • Create, maintain and track internal administrative forms.
  • Filing
  • Mailing and shipping
  • Ability to multi-task and work on several different projects and timelines.
  • Research program elements and gifts.
  • Attend conference calls with account managers and clients.
  • Create and maintain print sample binders.
  • Phone coverage for reception desk when needed.
  • Time track for all programs.
  • Some travel may be required for programs which may include weekend work.
  • Other duties as assigned

 

Qualifications, Requirements, or Competencies:

 

  • Bachelors degree in business, management or a related discipline.
  • Manage client relationships at the tactical and execution level.
  • Must possess a passion for customer satisfaction and the skill set to address and resolve client issues.
  • Professional, articulate and organized.
  • Strong decision making and strategic planning experience.
  • Problem resolution and analytical skill set.
  • Excellent written and verbal communication skills across all levels of the organization.
  • Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint).

 

Physical Demands:

The physical and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear: sit at a desk, work under florescent lighting, and look at a computer for a long period of time. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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