Carlson Wagonlit Travel is a global specialist in managing business travel, meetings and events for companies, governments and non-governmental organizations.

Carlson Wagonlit Travel Toronto, ON, Canada
Feb 15, 2018
Full time
Meeting Coordinator, Meetings & Events   -   ( 180000WD )   The Meeting Coordinator will provide support to the M&E planning team as required with regards to registration, attendee management, reporting and other administrative needs.  The coordinator will also be responsible for the reconciliation and facilitation of program payments for the whole team.  The Meeting Coordinator is a key support resource for the Meetings & Events team.  Participant Changes - rooming list changes, roommate pairings, travel changes (flight/ground), date changes, activity changes, housing, any and all manual changes requested by the participant or from the M & E planner(s) and track changes in registration tool. Project Management - assist planners with specified aspects of the meeting critical path.  Ownership and communication of attendee registration, reporting and surveys. Manages attendee communications including save-the-dates, invitations, confirmations, pre-conference materials, etc. Provides attendee summaries and reports to clients including escalating approvals as needed. Constantly identifies and strives for continuous improvement of M&E processes, procedures and tools. Partners with and supports the Meeting Planner throughout the planning process.    Reporting - producing reports that are designed for client along with any ad hoc reporting as needed. Reporting needs will be for internal and external customers and must meet the agreed upon deadlines of planner and client.   Vendors - Communicate with vendors regarding attendee data, reports, and other project-related information.  Also, responsible for providing accurate and timely reports to all vendors as required including Hotel, Air, DMC, AV, etc.   Payments - Submit all program payment data to client and Planner to ensure payments are reconciled in Lanyon and follow up on outstanding payments Complete the web registration forms to assist the Web builder with building event websites.  Fulfilment - assist Planners in fulfilling meeting collateral including meeting materials, on-site materials, name badges and tent cards Shipping -manage on-site shipping for programs and maintain all tracking information Completes time tracking as requested by management. Performs other duties as assigned.   Qualifications   Minimum 1 year of event coordinator and/or administrative experience required Bachelor’s degree in related field preferred Strong financial acumen preferred  Strong detail orientation with the ability to stay organized required Strong computer proficiency in Microsoft office suite, with excellent Excel skills Knowledge of web based registration tools (Lanyon) required Ability to remain and composed under stressful situations Strong multi-tasker who works well under pressure Excellent customer service Travels on-site for assigned programs as requested. *LI-TS   Primary Location :   CA-CA-Toronto   Work from home :   No Employment type :   Standard Job Family :   Meetings & Events   Scope :   Regional Travel :   No Shift :   Day Job Organization :   Customer_Meetings & Events Job Posting :   Feb 14, 2018