Hotel Sourcing Coordinator

Hotel Sourcing Coordinator

Event Management Chicago, IL

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Description

Smithbucklin, a 650-person, employee-owned professional services company with more than 70 years of success serving the association market, is looking for a Hotel Sourcing Coordinator to join the Events Servicesteam in our Chicago office.

In this role, you will work together with Sourcing Managers and Conference Leads to support Site Selection and Contract negotiations for all Smithbucklin client events. The Sourcing Coordinator assists our team with administrative tasks through the sourcing process and is responsible for sourcing and contracting for small events and rooms only contracts.

At Smithbucklin, we embody a culture driven by optimism, ambition, expertise, and thoughtfulness, where every team member is empowered to exceed expectations and deliver exceptional results for our clients. Join us in shaping the future of association management, where our values serve as the cornerstone of our success.

Key Responsibilities :

Create Request for Proposals (RFPs) to secure appropriate room blocks, logistical event needs, and pricing from hotels and convention centers.

Draft hotel contracts

Tracks supplier option dates and follows-up with team members and venues of program status.

Negotiates and confirms critical program components with team, utilizing basic terms and conditions, and / or modifying pre-existing master policies to meet individual client requirements.

Proactively negotiates prices, concessions and contract terms for small meeting contracts.

Communicates with client teams and suppliers on a timely basis.

Follows internal standard operating procedures for all sourcing activity, including use of Smithbucklin contract and amendment templates.

Support sourcing managers with data entry of contracted details and negotiating savings accurately in CVENT, ensuring data integrity.

Support sourcing managers and conference leads in creating liability summaries, creating PowerPoint presentations and researching properties.

Qualifications :

3 years of experience in project, event or meeting management, at least 1 in sourcing / purchasing role.

Proven negotiation skills and prior successful experience in developing and maintaining key partner relationships.

Strong communication skills and a high degree of responsibility, initiative and professionalism

Ability to handle fluctuations in workload and multitask while meeting project deadlines.

Proven aptitude for technology and / or software solutions and analytical skills. Experience sourcing in CVENT is preferred.

Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Where Do You Fit? Whether you are just beginning your career or are a mid- or senior-level professional, working at Smithbucklin will offer you countless opportunities to develop transferable skills, acquire meaningful knowledge and gain rich experiences at an accelerated pace. By working collaboratively with smart, ambitious, multi-talented, genuine and hardworking colleagues, you will build meaningful, deep and enduring relationships that will serve you well throughout your career, regardless of your chosen path. In addition, as a 100 percent employee-owned company, Smithbucklin offers all our people – regardless of position or compensation – an equal chance to experience the fulfillment and reap the benefits of ownership. As owners, our employees control the destiny of Smithbucklin and are unified in the goal of building a great, enduring company. Our hybrid environment offers you the option of working from home two days per week. Employees will work a standard 40-hour week, with the possibility of additional hours based on project deadlines.

Smithbucklin considers several factors when determining compensation, including a candidate's recent coursework, training, experience, and certifications, among other considerations. The expected pay for this role is $65,000- $70,000. Equal Employment Opportunity At Smithbucklin, Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of reference and background investigation based on position. Smithbucklin will not sponsor applicants for work visas and as a precondition of employment, you must be authorized to work in the United States permanently.

Salary : $65,000 - $70,000