Job Description

SUMMARY

The Corporate Meetings and Incentive Planner under the leadership of the Senior Manager, Travel & Events will support the process to provide business essential, cost effective, charge-back services to associates and business units with The Friedkin Group, Gulf States Toyota and affiliated companies. The Planner will 1) design, plan, coordinate, and operate corporate meetings and incentive trips for varying audiences, 2) contract for appropriate services such as hotel, air, and ground transportation to and from the meetings, 3) obtain the best rates for customers based on their budgetary limits 4) ensure accurate payments are made for group trips 5) manage internal and attended communications and 6) deliver exemplary customer service, time and budget management.

RESPONSIBILITIES

• Contract, plan, and coordinate meetings and incentive trips for business units within the Friedkin affiliated companies.
• Evaluate customers' needs for meetings and trips.
• Develop and implement new processes, technologies and services that meet those needs.
• Identify meeting sites, inspect, and evaluate services and products. Recommend sites that meet quality and budget requirements. Maintain records of findings. Negotiate best rate for customers.
• Prepare proposals for customers that meet their budget guidelines. Manage expenditures to remain within the budget guidelines. Prepare final program cost analysis.
• Execute contracts -- approved by corporate counsel and risk-- with meeting sites, destination management companies, ground transportation companies, and any other ancillary services as needed.
• Manage registration process
• Build and maintain accurate attendee records through CVent registration website or online tools
• Prepare hotel rooming lists, meeting deadlines
• Coordinate air travel and ground transportation, arrival and departure manifests
• Coordinate food and beverage, audio/visual and production
• Coordinate on-site and off-site events and activities
• Maintain communication with meeting hosts and attendees
• Fully coordinate and communicate actions within the Friedkin affiliated companies and with meeting sites

OPERATE TRIPS

• Establish onsite hospitality services to assist attendees.
• Advance program for meeting and program set up.
• Attend pre-conference meeting with relevant hotel staff
• Meet with contracted vendors on-site to confirm final arrangements
• Arrange delivery of room gifts
• Escort group on off-site activities and special events to ensure smooth operation

FINANCIAL RESPONSIBILITIES

• Submit credit applications as needed.
• Review all invoices and charges from meeting sites, airlines, and related vendors.
• Resolve billing discrepancies.
• Recover deposits.
• Gain credits for unused airline tickets and unused items.
• Ensure proper internal billing codes are used for accuracy in tracking costs.
• Ensure expense documentation and purchase orders are completed per company guidelines

SUPERVISORY RESPONSIBILITIES

May participate in or support project and/or process improvement teams.

QUALIFICATIONS

Bachelor's degree from a four-year college or university; plus three to five years related experience and/or training; or equivalent combination of education and experience. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. An individual must have 3 - 5 years of meeting planning and coordinating events on a daily basis. Be proficient in .ppt, Word and Excel programs. Knowledge of using the airline computer reservation system -- SABRE -- is a plus.

• Excellent meeting planning and coordination skills.
• Strong negotiating skills.
• Comprehensive knowledge of the travel and hospitality industries.
• Competent computer skills (Word, Excel, and PowerPoint).
• CVent knowledge a plus
• Customer focused.
• Adaptable to change.
• Proficient in communicating effectively -- orally and in writing.

Available to travel with the programs they coordinate and execute, as well as assist with other programs.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Candidate must have ability to work evenings and weekends.

CERTIFICATES, LICENSES, REGISTRATIONS*

Has a valid driver's license. Possession of a valid passport.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an associate to successfully perform the essential functions of the job. While performing the duties of the job, the associate is required on a daily basis to analyze and interpret data, communicate, and remain in a stationary position for a significant amount of the work day; and frequently access, input, and retrieve information from the computer and other office productivity devices. The associate is regularly required to move about the office and around the corporate campus. The associate is occasionally required to travel to other sites, including out-of-state, where applicable, for business. The associate must frequently move up to 10 pounds and occasionally move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. While the job is generally performed in an office environment, the associate is occasionally exposed to wet and/or humid conditions, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, and outside weather conditions. The noise level in the office environment is typically quiet, but the associate may be occasionally exposed to loud noise levels.

TRAVEL REQUIRED

Minimal travel is required for this position (up to 20% of the time and on a domestic basis).

*Legally authorized to work in the United States, without Sponsorship

The Friedkin Group and its affiliates are equal opportunity employers and maintain drug-free workplaces by conducting pre-employment drug testing.

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