Operations Coordinator

Association Management Center seeks an Operations Coordinator to join our team. This role will assist in ensuring operational excellence through consistent communication, the use of technology, and adherence to operations protocols. The ideal candidate will have critical thinking skills, project management capabilities, and effective time-management skills in order to support simultaneous projects. Must be team oriented and able to support inter-departmental projects and communicate with external stakeholders.

Position Responsibilities

Support the management of annual conferences, educational courses and board meetings through various activities including:

• Support managers on larger conferences with site searches, pre-planning meeting logistics, room block management, contracting additional vendors, onsite support, and invoice reconciliation as needed.
• Research and coordinate multiple vendors (security, transportation, etc.) and off-site venues for clients’ annual and small meetings.
• Build and maintain positive relationships with internal clients and industry vendors.
• Oversee shipping, event signage, hotel rooming lists, and pick-up reports.
• Assist with completing post-event reconciliation including invoices and post-event reports.
• Support clients’ needs as requested (i.e. researching networking platforms and attendee experience items, creating custom best practices documents for client teams, attendees, and speakers).

Support Sales and Operations Managers across multiple sales, sponsorship, exhibits and advertising initiatives through various activities including:

• Prepare and send various types of correspondence, including but not limited to broadcast e-mails and mailings.
• Virtual and in-person conference responsibilities.
• Variety of virtual platforms - able to work with multiple people on these projects, including external vendors and company representatives.
• Tracking and processing of sales across multiple databases.
• Adaptability and flexibility - ability to pivot and think/communicate creatively & effectively.
• Aid in process improvement, data management, additional training.
• Work collaboratively with other AMC teams and departments.
• Produce, analyze, and maintain consistent accurate reports by program and company for exhibit, advertising, sponsorship and corporate member programs in appropriate databases including ExpoCad, SalesForce and Personify; distribute reports to identified staff.
• Develop knowledge of various databases for tracking sales information, editing, reporting, etc. across various clients.

Develop a strong understanding of, and successfully implement all support steps in, the sales process:

• Collaborate with Sales and Operations Managers to determine necessary strategic sales approaches and develop logistical planning calendar.
• Deliverables collection (exhibits, advertising, sponsorship)
• Serve as liaison with General Service Contractor regarding schedule, signage, and logistics for onsite events.
• Cultivate relationships with exhibitors, advertisers, and sponsors by providing support before, during, and after the event or sales activity. The coordinator is often the point of contact for stakeholders with logistical questions.
• Provide excellent sales support by formulating resolutions to concerns and logistical questions from external stakeholders. Respond in a timely and accurate manner.
• Coordinate with account and service teams to support projects related to sales programs such as signage, maintenance of sales materials on websites and printed materials, and communication of sponsor and exhibitor information.
• Work closely with the account teams on various projects surrounding both annual conferences and year-round opportunities
• Cultivate internal relationships with AMC teams to support success.
• Assist in tracking payments in Personify AMS and reconciliation of aging reports as well as balance due collections, as needed.
• Maintain corporate membership records and website listings including logos and descriptions.

• Bachelor’s degree
• Prior work experience in an office environment.
• Strong computer proficiency. Well versed in MS Office, Internet researching and social media. Ability and confidence to learn multiple platforms for financial, logistical, and data management.
• Excellent interpersonal and communication skills.
• Excellent organizational skills and attention to detail.
• Self-starter. Ability to initiate projects and tasks.
• Customer service oriented: Team player/positive attitude, commitment, patience, enthusiasm, creativity, listening, comprehension, initiative, cooperation, resourcefulness.
• Ability to travel out of state and overnight, 3-4 times per year.
• Ability to organize, prioritize, and manage multiple projects/priorities.
• Ability to think and plan ahead.
• Commitment to company values.
• Ability to interact with all levels of staff and vendors professionally and with an appropriate demeanor, appearance, and confidence
• Professionalism: Good judgment, ability to interact with all levels of staff and vendors, appropriate demeanor and appearance, confidence.

Association Management Center is an equal opportunity employer. We are committed to building a diverse team in which all employees are welcomed, valued and respected for their individual strengths, perspectives, and contributions.

Disclaimer The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

From: Association Management Center