Housing and Registration Coordinator

Impact XM is a global leader in event and experiential marketing. We are looking for a Housing & Registration Coordinator to join our team.

Housing and Registration Coordinator assists in the planning, coordination, and implementation of conventions, meetings, events, training programs and trade show activity. Develop and maintain client relationships by delivering the highest level of Housing and Registration customer service by performing the following duties.

Responsibilities

• Build, test and maintain registration websites using Cvent registration software. Maintain registration website functionality and content changes.
• Manage housing timelines for multiple projects simultaneously. Following client procedures, track program attendance, badge and housing payments using individual attendee credit cards.
• Tasks to include reconciling and monitoring attendee transactions, processing vendor and staff payments and expenses, track and supply receipts when necessary.
• Resolution of conflicts or client issues as needed.
• Create weekly housing and registration reports that forecast and analyze hotel data to include potential attrition and other liabilities with an emphasis on accurate forecasting of elements of importance to the client and/or service delivery.
• Helps direct, and assists, Convention Planners in the organizing and maintaining any and all convention and events needs such as housing, registration, meetings, speakers, food and beverage functions, security, parking and other tasks as necessary.
• Helps direct, and assists, Convention Planners in managing issues, questions and problems that arise between the assigned accommodations site(s) and client.
• Proactively responds to requests and inquiries from clients in a timely manner. Troubleshoots all accommodation concerns and issues throughout client events and meetings.
• Helps direct, and assists, with Speaker Management including but not limited to invitations, tracking responses, collection presentation materials. Helps direct, and assists, Convention Planners in the negotiation of hotel, lodging and meeting space rental contracts that meet approved budgets.
• Researches venues, meeting and event spaces that meet client criteria.
• Assists in maintaining all proposals, proposal revisions, PO’s for each convention, with a focus on ensuring adherence by all parties to agreed-upon terms and conditions.
• Helps maintain schedule of program due dates for housing open/close dates, as well as dates for cancellation and payment due, as well as other key dates. Assists Convention Planner working with vendors, associations, and venues in arranging meetings, events, training sessions, and conference center and hotel hospitality/meeting suites.
• Maintains accurate and timely reports, including attendee and rooming lists.
• Maintains relationships with preferred vendors.
• May go on-site to support staffing, registration, housing and meeting/event set up as needed.
• Projects as assigned by Manager.

Requirements & Skills

Associate's degree (A.A.) or equivalent from two-year College or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

• Experience with conventions or meetings and live events highly desirable.
• Team Work, Customer Service Focused, Positive Attitude
• Must be passionate about working with people and be customer-centric.
• Must show good attention to detail.
• Effective communication skills are required: including the ability to prepare written documentation including proposals, quotations and letters; maintain accurate and complete client and project files.
• Exhibit the ability to multi-task, sell, and operate under severe time constraints and immovable deadlines. Good organization and follow-up skills are required.
• Experience in the event marketing or a creative solutions-based agency.
• Thrives in an entrepreneurial and independent environment.
• Embodies flexibility, open-mindedness and receptivity. Actively works out solutions. Identifies something valuable in being part of a team and ability to effectively collaborate.
• Must be able to develop excellent rapport with existing and prospective clients.
• Must have a good “business sense”.

About Impact XM

Impact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people’s lives and our clients’ business.

OUR BRAND – What We Believe

Passion

is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.

ABC

Always Be CURIOUS – We explore the possibilities, discover innovative solutions, and learn from experience.

We>Me

Collaboration and transparent communication creates our best work.

Trust

is Earned – We are defined by our actions and held accountable to our co-workers, clients, and outcomes.

Respect

is Given – We understand, acknowledge, and appreciate the perspective and actions of others.

Impact XM Benefits

Impact XM offers a comprehensive benefit package including competitive salaries and the opportunity for growth within our exciting industry!