Event Operations Coordinator

We seek a highly effective and passionate professional with success in destination management, event production, or hospitality industries. Our new team member must be a self-motivated individual; have strong verbal and written communication skills; be a positive team player who interacts well with external clients, vendors, and other team members; be proactive when assessing an upcoming program; project-oriented with superior attention to detail; outstanding organizational and prioritization skills; ability to analyze complex logistical program elements, excellent customer service, ability to juggle multiple project deadlines efficiently; and possess a high level of proficiency in the use of standard computer software including Microsoft Office. Comprehensive knowledge of the Asheville and Greenville area is preferred but not required.

The Operations Coordinator role is responsible for providing comprehensive program development and execution, including numerous types of corporate, non-profit, and association events. The Operations Coordinator, in partnership with the Sales and Creative departments, provides turn-key event services fulfillment and enhances positive and successful relationships with the client by providing outstanding customer service and flawless execution of programs.

Job Responsibilities :

Actively engage in program development solutions in the life cycle of the event

Review client programs and elements of signed contracts

Ensure all operational elements are booked

Communicate to strategic partners regarding the client’s agenda and program details

Creating worksheets, Schedule of Services, agendas and manifests

This role will occasionally require overnight travel for short periods, depending on project needs.

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 the duration of the program and all related follow-up.

Client Management :

Ongoing 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 the client

Provide creative solutions to client requests / challenges

Ensure ongoing “up-selling” of products and services to the client

Ensure all payments are received and updated in the deposit and payment schedule

Schedule and, when required, lead Hotel / Venue / Mosaix Group Pre-Con

On-Site Program Coordination & Management, including 24-7 availability for communication with Clients while a 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

Keep up with new prices, changes in services & policies; communicate to the team

Deal professionally with any problems or challenges with our vendors.

Negotiate discounts, commissions, and / or special pricing for Mosaix Group

Industry Involvement :

Understand DMC Network / ADMEI and Mosaix Group affiliation with other industry organizations

Participate in local industry organizations and events to help with company visibility, lead generation, and relationship development.

Positively and professionally communicate the message and image of Mosaix Group

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 sound independent decisions, and take steps to complete work within limits. (INITIATIVE)

Generate new and innovative ways to improve Mosaix Group 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 forthrightly, 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)

Profile / Skills :

Strong leadership skills

Exemplary verbal and written communication

Exceptional client service skills

Outstanding multi-tasking & organizational skills

Proficient in computer skills (Word, Excel & Outlook), word processing abilities, business writing and research

Flexible schedule allowing for attendance at programs that occur outside of standard working hours

Experience :

Substantial (5 years) hospitality industry experience preferred; DMC experience a plus

Job Type : Full-time

Benefits : 401(k)

Health insurance

Paid time off

Schedule : 8-hour shift

Monday to Friday

Supplemental Pay : Commission pay

Ability to commute / relocate :

Asheville, NC 28805 : Reliably commute or planning to relocate before starting work (Required)