Company Name: Experient – Maritz
Location: Fenton, MO
Type: Full Time
To function as primary client liaison and team leader for assigned programs and events. Manages the overall coordination and execution of an entire program/event from a logistical perspective. Responsible for coordination of all planning from pre-planning stage to final billing, while providing unparalleled levels of customer service.
Manages 4-6 programs with between 50-10,000 participants on an annual basis. The scope of this position is dependent upon assigned account/program.
Reporting and Working Relationships
Reports to Director Event Management.
Manages external relationships with clients, DMCs (Destination Management Companies) and third party companies/suppliers. Regular interaction with internal departments including, Account Management, Project Management, Registration, Housing , and Supplier Relations,.
Completes overall project timeline and budget to facilitate prompt and accurate handling of all details. Manages and negotiates supplier relationships, audio-visual, general service contracting , destination management company (DMC), and other third party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed. . Coordinates and attends site inspections. Completes Post Project Implementation Review (PIR) template and conducts PIR meetings. Facilitates working session with client and Maritz Global Events stakeholders. Gives clear direction to project team about the clients’ needs, expectations, business rules and objectives.
Assists client with overall project financials; monitoring project expenses and budget.. Responsible for accurate internal supplier revenue forecasting and updating business management systems with accurate financial information on a monthly basis. . Manages supplier products and services by negotiate pricing, contract terms and service offerings through RFP, bid analysis and recommendations to client. Responsible for negotiating savings, tracking and reporting. Communicates clients needs and monitors supplier service delivery. Reviews facility and supplier final billing prior to delivery of final invoices to client. .
Independently interfaces with day to day client contact. Works closely with client to ensure program objectives are executed. Maintains proactive, positive, open line of communication between client, Account Management, and other operational team members. Authors and maintains event specifications documentation for the project team and client. Updates and manages the timeline of deliverables for the project or change for the client, and monitors the project status. Conducts regularly scheduled status meetings from pre-planning through program operation, and ongoing programs, with client and Maritz Global Events stakeholders. Acts as team leader, communicates program requirements to team.
Provide onsite leadership and support to clients, suppliers and facilities to ensure all functions or programs occur as planned while monitoring service levels. Utilize company standards and techniques to anticipate and resolve challenges onsite. Manage and direct other team members when serving as the lead. Help manage or limit client liabilities. Continues to serve as the main client contact point regarding operational issues, escalations, concerns and responses. Works with third party suppliers to arrange services provided by them. Manage VIP special projects and oversee VIP logistics.
1. Bachelor degree or equivalent experience required.
2. Minimum 3+ years of experience in association meeting/event planning or hotel convention services experience required. Prior experience with city wide or multiple property events required.
3. Strong knowledge of program/event management and budget maintenance. Exposure to project planning/forecasting financial implications.
4. Prior successful experience in developing and maintaining key client relationships.
5. Professional oral presentation and writing skills required.
6. Prior experience in effectively handling multiple projects/demands.
7. Proven aptitude for technology and/or software solutions and analytical skills required.
8. Ability to travel 30% of time required.