Position: Events Coordinator
Reporting to: Team Lead, Events
Position Type: Full time – US Remote Based
Reed & Mackay, a Strategic Travel Management and Services Company leads its field by attracting,
developing, and retaining the most talented people within the industry. Reed & Mackay has an enviable
reputation for exceptional service which is delivered through placing innovative technology (exclusively
available to Reed & Mackay) in the hands of outstanding people.
As a result of continued growth, we are expanding our Events team. In return for your energy, enthusiasm
and hard work, Reed & Mackay offers a rewarding career, friendly working culture with excellent
development opportunities, and a strong benefits package. We have ambitious growth plans, and you will be
an integral part of those plans, supporting clients to create the best events possible.
- Purpose of the Role:
- To provide the highest possible level of assistance to the Events team overall
- To develop relationships across all areas of Reed & Mackay, sharing best in class market knowledge of Events
- To ensure maximum revenue generation in all areas of Reed & Mackay Events while always ensuring significant return on investment to the client
Key Responsibilities:
As a primary client liaison of the Events Department, you will further the vision and goals of R&M by providing
outstanding support across the US.
- To manage small meetings and events projects (10 – 15 guests)
- Contact suitable venues by either telephone, email or external online sourcing platforms and check availability for all required facilities.
- Negotiate rates, terms, and conditions with the venue on the client’s behalf utilizing Reed & Mackay
- Events or the client’s preferred venues to achieve the best rates and commission where applicable.
- Continually improve and update own product knowledge through targeted activities and attendance of familiarization trips, office presentations and site visits
- To ensure cancellations are managed in line with the company’s standards and procedures.
- To maximize all income opportunities by remaining actively aware of commission rates and preferred partners to secure enhanced negotiating levels wherever possible.
- Support the overall coordination and execution of an entire Event program from an operational perspective.
- Work closely with each Events Manager and their client contacts to understand and meet program objectives/outcomes.
- Identifies clients’ measures of critical success factors for project.
- Maintains thorough project documentation to ensure contract and documentation policy compliance
- (i.e., service level agreements – SLA’s)
- Assisting with the creation and /or maintaining of PNR’s, and WEX cards, and commission tracking when needed
- Attend internal meetings where required, taking meeting minutes and following up on any outstanding actions.
- Training in R&M Internal Systems including support with delegate management for larger projects using Cvent Technology
Skills Required:
- One to three years of travel planning experience preferred.
- Professional oral and written communication skills required.
- Proficient MS Excel, Word, and PowerPoint skills along with the technical aptitude to learn new technology.
- Ability to multitask with a desire to resolve urgent matters as quickly and efficiently as possible.
- An empathetic disposition with the ability to always maintain a professional attitude.
- An independent thinker who can use available resources to troubleshoot issues and resolve customer inquiries.
- Reliable and flexible with an openness to working part-time non-traditional shifts (early mornings, late evenings, and weekends)
Reed & Mackay is proud to be an equal opportunity employer. We welcome applicants regardless of race, color,
religion, sex, national origin, age, disability, citizenship, veteran status, gender identity or expression, marital
status, sexual orientation, genetics, and any other federal, state, or local protected class.
