Event/Operations Coordinator - LATAM

Miami, Florida 33131 | Contract

Post Date: 02/07/2018 Job ID: 21408 Industry: Program- Project Manager

Title: Event/Operations Coordinator - LATAM
Job Description
This role is responsible for coordinating event operations throughout the LATAM region, reporting to the Event Operations Manager. The role will triage inbound event requests, be the primary POC for regional vendors, ensure contracts and POs are in place for events and maintain a regional vendor database. The role will assist with maintaining a regional events budget tracker, quarterly forecasting for events, vendor on-boarding, purchasing and procurement, and attendee registration and communication. In addition, the role will assist with event coordination which includes: manage inventory and accurately forecast needs for promotional materials (swag); venue, catering, and hotel research and coordination; maintaining event registration lists and attendee communication; routing invoices and recording payments accurately into budget trackers. On-site event work and occasional travel are required.
    • Must have experience with purchasing, procurement, or finance for a large multi-national corporation, tech or event experience preferred.
    • Coordinate internal and external meetings
    • Maintain spreadsheets, contacts, distribution lists, etc
    • Ensure and maintain confidentiality of all appropriate communications and documentation
    • Communicate daily with internal and external customers, prospects, partners, and vendors while exhibiting the highest degree of professionalism, courtesy, and diplomacy
    • Track, prioritize, and assign all incoming written and oral communications, as necessary, to appropriate person(s) for response
    • Negotiate contracts and manage suppliers including hotels, off-site venues, caterers and others.
    • Maintain regional budget trackers and work with local stakeholders for quarterly forecasting.
    • Proven experience in effective communications, consumer and client relations, and management
    • Resourceful and can find a way to make things happen
    • Flexible and quick approach to event challenges
    • Manage, coordinate, and support special projects as needed
    • Occasional travel throughout the region required.

    • Must be fluent in English and Spanish
    • Excellent computer skills and comprehension of Outlook
    • Customer service and problem-solving skills
    • Budgeting and forecasting experience required; contracts and procurement experience preferred
    • Experience managing vendor relationships preferred, especially in the hotel and hospitality industry
    • Experience in creating and implementing timelines
    • Experience working in the events industry, tech experience preferred
    • Project Management skills a plus
    • Excellent communication skills with internal and external partners
    • Ability to prioritize and meet deadlines in a fast-paced environment
    • Ability to manage and supervise onsite

Education: Bachelor' s degree or equivalent work experience
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