Meetings and Events Coordinator

Description du poste

At Encore Corporate Travel, the Meetings & Events Coordinator is the person who makes event travel work — seamlessly, confidently, and with precision. This role is responsible for orchestrating all logistics that bring a meeting or event to life: hotel coordination, attendee management, group air collaboration, reporting, and on-site readiness.

The coordinator connects every piece of the process — aligning internal teams, clients, and suppliers — to ensure each event runs with clarity, structure, and excellence. Through proactive planning and thoughtful coordination, they ensure that travel and logistics enhance the event experience rather than complicate it.

Key Responsibilities

1. End-to-End Event Coordination

• Serve as the project lead for assigned meetings and events, managing all logistics from planning through post-event wrap-up.
• Handle venue sourcing, contracting, and rooming list management directly with hotels — ensuring accuracy, policy alignment, and exceptional service.
• Collaborate closely with the Group Air team by providing complete event, traveler, and policy details — enabling effective traveler support during and after business hours.
• Support with air booking assistance when required to maintain service continuity.
• Oversee attendee logistics, ground transportation, and on-site support to ensure a smooth and coordinated event experience.
• Maintain detailed project plans, tracking deliverables, milestones, and communications throughout the event lifecycle.

2. Cross-Functional Leadership

• Act as the central coordination point between internal teams — Group Air, Customer Success, Finance, Commercial, and Operations.
• Lead internal and client-facing meetings to ensure alignment on objectives, timelines, and execution plans.
• Anticipate needs, identify risks early, and resolve potential issues before they impact the event.
• Foster accountability, communication, and teamwork across all stakeholders.

3. Event Technology Oversight

• Define and document event technology requirements — including registration setup, approval workflows, attendee communications, and reporting expectations.
• Collaborate with the Customer Success team to execute configurations according to requirements.
• Conduct user acceptance testing (UAT) to validate readiness and provide the final go-live approval.
• Ensure data accuracy and consistency across all systems and reporting tools.

4. Reporting, Visibility, and Analytics

• Own all reporting deliverables for assigned events — including flight manifests, attendee registration reports, and post-event summaries.
• Deliver timely and accurate visibility into event progress, key milestones, and attendee data.
• Partner with Finance for budget tracking, billing accuracy, and post-event reconciliation.
• Maintain organized event records and ensure transparency across all documentation and reporting systems.

5. Client & Supplier Management

• Serve as the primary client contact for all travel and logistics coordination.
• Liaise directly with hotels, venues, and other suppliers to confirm details, deadlines, and deliverables.
• Represent Encore with professionalism and care, ensuring every interaction reflects the company’s high standards.
• Build strong, trust-based relationships that encourage collaboration and repeat engagement.

Requirements

Required

• 3+ years of experience in event coordination, group travel management, or operations.
• Strong understanding of hotel contracting, rooming list management, and air logistics.
• Excellent organizational skills with meticulous attention to detail.
• Proven ability to manage multiple projects simultaneously while maintaining accuracy and momentum.
• Strong communication skills and a commitment to exceptional client service.
• Proficiency in Microsoft Excel and other relevant business software.

Preferred

• Experience in a corporate travel or event management environment.
• Familiarity with OBTs, registration systems, and reporting tools.
• Experience collaborating with implementation or tech configuration teams.
• Knowledge of air booking workflows and fare rules.
• Proficiency in project management software (e.g., Asana, Smartsheet, Monday).

Benefits

Why Join Encore?

Join a company that is redefining corporate travel and elevating how meetings and events come to life.

As a Meetings & Events Coordinator, you will be at the heart of every program, connecting the people, details, and logistics that make exceptional events happen. You will ensure every element, from hotel coordination to attendee experience, runs seamlessly with precision and care.

You will collaborate closely with teams across Group Air, Customer Success, Finance, and Operations, translating complex logistics into clear, well-orchestrated experiences that clients remember for all the right reasons.

At Encore, you will be part of a culture built on care, collaboration, and excellence, with competitive compensation, comprehensive benefits, and opportunities to grow your expertise as we continue to expand our global Meetings and Events offering.