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Travel and Meeting Coordinator

  • Location:

    London – Central

  • Sector:

    Admin / Secretarial / Office Support

  • Job type:

    Permanent

  • Salary:

    £32000 to £40000

  • Contact phone:

    Pauline Francis

  • Contact email:

    pauline.francis@gordonyates.co.uk

  • Contact phone:

  • Job ref:

    1232220

  • Published:

    about 2 years ago

  • Expiry date:

    2022-02-14

Travel and Meeting Coordinator

This is a permanent opportunity to join an established and well-known global Company specialising in technology and software solutions. 

You will need at least 5+ years relevant experience of travel planning and coordination

Who will you be working for?
Our Client is a global Consultancy specialising in technology and software.

What will you be doing?
You will be providing in person and virtual meetings logistics support to for internal meetings, including learning, space summits and corporate meetings.

Your responsibilities will include:

  • Source venues or virtual meeting platforms and provide recommendations on best venue(s)/platforms based on meeting specification.
  • Contract venues or virtual meeting platforms including, Negotiating best rates, concessions and contract terms with venue.
  • Review contracts to ensure standard language and clauses and meeting requirements listed correctly, highlight any issues or concerns.
  • Be a resource to junior team members for contract reviews and questions.
  • Meeting planning.
  • Strategize with meeting sponsor Learning and hotel to provide all meeting logistics including, but not limited to: Hotel rooming lists, Menu selections, Meeting room set up, AV/IT specs.
  • Ensure accuracy of BEOs, floor plans, AV orders and rooming lists before signing off.
  • Manage hotel budget; gain approval on any overages before moving forward.
  • Hotel main point of contact.
  • Research and provide recommendations for offsite activities and/or dinner including budgets.
  • Creates meeting registration sites using Cvent, following best practices.
  • Provide exceptional onsite service at meeting venues (live or virtual) and be the point person for any adjustments, questions, issues.
  • Ensure the accuracy of updates made to ZS Meetings calendar, SharePoint and One Note using established best practices.
  • Collaborate with meeting sponsors by sharing best practices and providing feedback on agendas, meeting objectives and key takeaways while ensuring that each meeting has a purpose.
  • Recommend ways to improve the overall meeting process and experience; develop and update best practices accordingly while keeping the program goals in mind.
  • Coach junior members of the team.
  • Develop and maintain relationships with key vendors; work with travel team to leverage overall spend to negotiate best rates.
  • Work with Meetings & Travel Manager on vendor renewal contract negotiations (such as Cvent, PSAV, ect).
  • Have an understanding of corporate travel industry in Europe.
  • Work on ad hoc projects (meetings or travel related) as assigned by the Travel and Meetings Manager; be a resource for the travel team.
  • Any other necessary duties deemed reasonable.  
About you?
The successful applicant will have a positive approach and outlook to their work.  You will have previous travel and meeting coordinating experiences having taken the lead before at a senior level.
  
In addition you will need:
  • 5+ years meeting planning or relevant experience – essential.
  • CMP certification a plus.
  • Demonstrated team leader.
  • Ability to travel up to 50% of time and work meeting support.
  • Computer fluency with MSOffice (Word, PowerPoint, Excel, Forms and Outlook), SharePoint, SAP, Chrome River.
  • Fluent in Cvent; Cvent certification desired.
  • Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines;
  • Experience working both independently and with a team in a demanding environment;
  • Be an exceptional communicator who is well organised and capable of interacting with individuals at all levels.
How to apply?
The Travel and Meeting Coordinator is a permanent position with a salary of between £32,000-£40,000pa (dependent on experience).  You can expect to receive great benefits such as 3% employee pension contribution, life assurance, income protection and critical illness cover, private medical insurance and opportunity to develop within the role.

To apply for the Travel and Meeting Coordinator, please click on the ‘Apply’ button below.