A Senior Conference & Meeting Coordinator assumes a support or lead position for all programs assigned during and after the sale process. Senior Conference & Meeting Coordinator will also help to lead internal tasks/projects as needed for the Program Management team. The goal is always to provide exceptional service and to ensure customer satisfaction. A Senior Conference & Meeting Coordinator can accomplish this goal by implementing the metroConnections Brand Pillars in everyday work functions with internal colleagues and external clients and partners: Connection, Innovation, Adaptability, Partnership, Dependability, Execution.

This is a full-time, salary, bonus-eligible, hybrid position. Work locations will include independent remote/work from home, occasional team office work in Burnsville, MN, and on-site event work (within the Twin Cities, domestically, and internationally, including overnight travel).

Position Responsibilities include, but are not limited to:

• Work collaboratively with all service teams within metroConnections.
• Participate in all aspects of metroConnections where appropriate/when assigned.
• Manage large scale programs, with efficiency and ease.
• Support or lead efforts to enhance and further develop the processes and service offerings at metroConnections.
• Serve as support or lead representative for assigned programs to clients, vendors, the Sales Manager, Director, Program Management and other service teams.  Support and/or lead program planning of various types of programs such as: Recognition Trips, National Sales Meetings, User Conferences, Tradeshows, etc.
• PROJECT KICK OFF: Support or lead the Project Hand-Off Phase (once project is assigned by Vice President, Program Management) following established processes, such as:
  • Schedule meetings with sales manager to review project.
  • Organize and update group folders & documents on local shared drive.
  • Confirm and update project entries in inventory system (Flex Rentals).
  • Create and manage all Smartsheet, OneDrive and other core planning softwares.
  • Partner with support role(s) and lead project work dispersal as applicable.
• PRE-PROGRAM: Support or lead the Coordination Phase for assigned projects, following established processes:
  • Communicate, coordinate, resource and idea share and create with internal teams: Operations, Shop, Creative, Technical, Sales, etc.
  • Lead, attend, and participate in internal and external meetings, video and voice calls
  • Act as Lead or Support on Client Budget management
  • Correspond with vendors/venues – checking availability/options, negotiate rates, book services, contracting, etc.
  • Correspond with venue/event site contacts – contracting, logistics planning, scheduling, etc.
  • Correspond with clients – developing and finalizing project details and logistics during planning process.
  • Coordinate financial details with Accounting Team: accounts receivable, accounts payable, etc.
  • Create and share on-site schedules, timeline, budgeting and planning documents.
  • Research additional client requests as needed, including venues, giveaways, F&B, activities, décor, entertainment, furniture, etc.
  • Create, format, and save all project documents in group folders in shared locations throughout planning process.
  • Lead, attend, and participate in program site visits as needed (including travel)
  • Gather, review, and manage presenter, VIP and client needs.
  • Research and manage travel, hotel, and ground transportation arrangements for internal and contracted staff.
  • Shop for client, attendee, staff and/or office supplies.
  • Pull and sort supplies for truck loads.
  • Other duties as assigned.
• DURING PROGRAM: Participate in On-Site Coordination during the On-Site Execution Phase of assigned projects:
  • Serve as overall lead or lead support on-site. Including extended travel days onsite for set-up, teardown, venue and client needs.
  • Lead and direct the on-site operations of the program.
  • Lead or support venue communications.
  • Act as main contact and liaison for client, venue and vendors.
  • Trouble-shoot throughout on-site execution phase.
  • Managing vendors.
  • Review set-up details and live functions, checking on rooms/ spaces, meals, entertainment, production space, registration, sleeping rooms, etc. for accuracy from planning specs, venue BEOs, order forms, budget, etc.
  • Liaise and support other internal leads on-site and ensure all internal client and internal staff needs are met.
  • Other duties as assigned.
• POST PROGRAM: Support or lead the post-program follow up phase of assigned projects:
  • Provide client with post program needs and requests in a timely manner: final billing, budgeting, reports, survey results, questions/ concerns, etc.
  • Finalize internal and external financial needs with external client and vendors; internal operations, sales and accounting team: accounts receivable, accounts payable, client hotel invoice, other client management invoices, reconciling and closing of profit sheets, etc.
  • Lead or assist in adjusting profit sheets as needed after audits.
  • Communicate updates and learning experiences to internal teams.
  • Compile and share debrief notes.
  • Inventory new items for storage/updating existing inventory details.
  • Archive program files, reports, etc. as needed.
  • Upload, save, and share program photos.