About The Job

We are looking for a highly effective and passionate professional with a proven track record in destination management, event production, or the hospitality industry. Our ideal candidate is self-motivated, with excellent verbal and written communication skills, and thrives as a positive team player. You should interact well with external clients, vendors, and team members, and be proactive in assessing upcoming programs.

We value individuals who are project-oriented, possess superior attention to detail, have outstanding organizational and prioritization skills, and can analyze complex logistical elements. Exceptional customer service skills, the ability to juggle multiple project deadlines efficiently, and a high level of proficiency with standard computer software, including Microsoft Office, are essential. Comprehensive knowledge of the New Orleans area is preferred but not required.

As the Event Operations Coordinator, you will be responsible for comprehensive program development and execution for a variety of corporate, non-profit, and association events. Working in partnership with the Sales and Creative departments, you will provide turn-key event services and foster positive and successful client relationships through outstanding customer service and flawless program execution.

Job Responsibilities:

• Actively engage in program development solutions in the life cycle of the event
• Meet with Sales & Creative Leads as needed for program transition
• Review client programs and elements of signed contracts
• Discuss potential areas to up-sell
• Ensure all operational elements are booked
• Re-confirm all elements and staffing
• Respond to Client changes and share information with Sales team
• Inform Director of Operations and Sales Manager of concerns/problems
• Communicate to strategic partners regarding client’s agenda and program details
• Creating worksheets, Schedule of Services, agendas, and manifests

Additionally, the role requires precise, timely communication with all internal operations staff, external communication with all vendors and staff, execution of the program, and maintaining 24-hour availability as client contact for duration of program and all related follow-up.

Client Management:

• On-going Client Communication and day-to-day management from sales to operations transition and or signed contract through execution and final billing
• Tracking of changes and add-ons throughout the program by continually and proactively defining/confirming program elements with client
• Provide creative solutions to client requests/challenges
• Ensure ongoing “up-selling” of products and services to client
• Work with Proposal Writer to generate additional proposals for client
• Oversee the Client payment schedule
• Ensure all payments are received and updated in the deposit and payment schedule
• Schedule and, when required, lead Hotel/Venue/ACCENT New Orleans Pre-Con
• On-Site Program Coordination & Management including 24-7 availability for communication with Client while program is taking place
• Program Execution/work on-site as needed
• Final Billing and Reconciliation
  

Vendor Management:

• Confirm/Cancel all elements of client programs on a timely basis
• Maintain Vendor Agreements
• Review contract language in contracts sent by vendors and ensure we know what we are agreeing to, especially from a liability standpoint
• Understand cancellation/guarantee policies, terms & conditions
• Re-confirm with ALL vendors 24 hours prior
• Review Costing Templates
• Ensure profitability is achieved
• Advise Sales/Management of incorrect prices (fix if possible)
• Keep up with new prices, changes in services & policies; communicate to the team
• Deal professionally with any problems or challenges with our vendors
• Schedule vendor check requests as needed
• Annually, meet with vendors to review what went well, what we can do better, new products and services, review our revenue with their company, and negotiate pricing.
• Negotiate discounts, commissions, and/or special pricing for ACCENT New Orleans
• Thank vendors throughout the season after each program for their hard work and assistance. (Phone calls, notes, gifts or lunch, etc.)

Industry Involvement:

• Understand DMC Network/ADMEI and ACCENT New Orleans affiliation with other industry organizations
• Participate in local industry organizations and events to help with company visibility, generation of leads, and development of relationships.
• Develop and nurture relationships with vendors, venues, hotels, and staff
• Positively and professionally communicate message and image of ACCENT New Orleans

Quality of Work Responsibilities:

• Get along with co-workers and supervisors, be willing to help others, work overtime when required, and deliver quality service to fellow employees. (TEAMWORK)
• Act in a self-starting way, make good independent decisions, and take steps to complete work within limits. (INITIATIVE)
• Generate new and innovative ways to improve ACCENT New Orleans products and services. (CREATIVITY)
• Recognize essential elements of a problem and develop creative solutions. (PROBLEM SOLVING)
• Respond quickly to changing circumstances, anticipate new developments where possible, and be receptive to new ideas and methods. (FLEXIBILITY)
• Act in a forthright way, give and accept feedback constructively, and be willing to “always do the ‘right thing”. (HONESTY AND INTEGRITY)
• Recognize and consider the client’s expectations and needs, and be willing to “do what it takes” to fulfill those expectations. (CUSTOMER SATISFACTION)