Meeting Planner - Bogota, Colombia - American Express Global Business Travel

American Express Global Business Travel

Empresa verificada

Bogota, Colombia

hace 1 semana

Publicado por:

Carolina González

beBee Recruiter

Descripción

Meeting Planner

Functions as primary client liaison and lead for assigned programs.

Manage corporate meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients.

Responsible for coordination of all program planning from post contract execution to final billing, while providing unparalleled levels of customer service on all travel programs.

Works closely with client contact to understand and meet program objectives/outcomes. Performs other duties as assigned.

Roles & Responsibilities:
Meeting Planner

Initiative

Detailed Work Steps

Expected Impact

Program Logistics

Works with event owners to determine appropriate meeting logistics including meeting room set up, food & beverage needs, audiovisual equipment needs, ground transportation, etc.
All meeting needs are planned for and met leading to a successful event

Vendor Management

Researches, negotiates, and manages relationships with vendors such as ground transportation companies, destination management companies, drayage, etc.
Utilizes preferred relationships whenever possible
Acts as point of contact for all vendors
Quality vendors are selected to work on program
Preferred program has greater buying power for future program
Event owner will not need to deal with multiple contact people

Budget Management

Provides estimates to event owner to help create budget
Manages program costs to stay within approved budget
Alerts event owner if program is in danger of exceeding budget
Receives proper approval to increase budget when appropriate
Program stays within allotted budget
Event owner is always aware of budget status

Additional negotiation and cost savings strategies

Continually looks for areas to negotiate further and continues to drive cost savings for items added after venue contract is negotiated i.e. menu prices, shipping costs, AV equipment rental
Event owner receives best value in all areas handled by meeting manager

On-line registration

Determines program needs for online registration including site content i.e. data capture of meal selections, guest information, class choices, etc.
Leads event owner through process of reviewing site to ensure all data is correct before site is live
Assists event owner with communication to attendees driving them to site for registration
Online registration site will be designed to be user friendly, capture all necessary data, and meet all program needs

On-site Assistance

Manages logistics with venue staff including ensuring correct room set up, meals, AV, etc.
Oversees vendor performance i.e. ground transportation, DMC, entertainment, AV, etc.
Staffs registration desk to answer questions, direct attendees, and act as resource for event staff
Acts as one point of contact for venue staff
Event owners can concentrate on other priorities leaving the logistics to the meeting managers and coordinators
Eliminates confusion for venue staff of too many contact people

Bill reconciliation

Reviews all invoices received to ensure program is charged correctly
Handles any discrepancies directly with venue/vendor in order to present event owner with correct invoice
Event owner is confident they are paying correct amount

Payment

Manage client's payment requirements as defined per program or account
Event owner is confident they are paying in the correct fashion

Reporting

Provides event owner with necessary reports including preevent reports from online registration tool and postevent reports such as program cost savings
Event owner receives all necessary data in a timely matter during preplanning stage
Event owner receives program cost savings report allowing them to present data to their management and keep information on file for future programs

Knowledge and Skills required:

At least 57 years of past meeting planning skills are required.
4 year degree preferred
Ability to communicate effectively and professional with all levels of management and clients.
Appearance needs to always be neat and professional
Ability to work accurately and timely in order to meet deadlines.
Ability to be flexible and handle change well.
Microsoft Word and Excel experience
Intermediate level
Experience with meeting industry technology a plus

Location

Colombia>Bogota

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