Global Meeting and Event Coordinator (B & M Global Services Manila)

(National Capital Reg)

Responsibilities:
Meeting Support (70%)

• Liaise regularly with Meeting Owner and Hotel/Suppliers for Meeting Arrangements and prepare written meeting specification document to communicate requirements to hotel in relation to meeting room set up, audio visual, technology and food & beverage requirements

• Review hotel Banquet Event Orders against meeting specifications to verify that Hotel understands B&M instructions and requirements

• Prepare onsite meeting checklist as reference for Meeting Owner

• Communicate requirements to Local Office or hotel or venue in relation to room set up, audio visual, technology, food & beverage

• Facilitate transition of responsibilities to Meeting Owner prior to Meeting Owner’s arrival onsite

Site Selection Support (10%)

• Prepare customized Action Plan for the Meeting outlining the Meeting Team Support Action Items and Timeline

• Prepare budget forecast covering estimated hotel costs to include room, tax and resort fees, food & beverage and audio / visual & provide regular updates

• Prepare travel cost estimate

• Draft expense reimbursement guidelines

• Conduct hotel research, prepare & distribute RFP to hotels and hotel contacts, prepare analysis of hotel proposals (spreadsheet summarizing hotel proposals)

• Provide assistance to Global Meeting & Event Managers in reviewing and negotiating hotel contracts

• Conduct and/or work with local office to conduct a limited search of venues / local restaurants for off site social events

Registration Support (10%)

• Prepare meeting Communication Drafts (in Outlook or BakerXchange format)

• Manage final contract provisions (those relating to guestroom block and guestroom attrition)

• Communicate to and coordinate with hotel individual guestroom reservations rooming assignments, changes and cancellations

• Continuously review hotel rooming list/reports to ensure that reservations are accurate

• Manage meeting registration and prepare weekly status reports for Meeting Owner

• Prepare name badges, name plate signs & attendee lists

• Prepare online registration system and meeting evaluation forms using BakerIQ

• Provide remote support until Meeting Owner is onsite at Hotel or transition of meeting registration is completed through a transition meeting/call

• Prepare meeting database and update, as required

• Prepare final attendance and guest room pick up report at the conclusion of Meeting

Department & Team Projects (10%)

• Work with Global Meeting Team to organize and maintain database for policies, standards, procedures, and templates for meetings

• Initiate, manage and implement department & meeting projects

Requirements:

* Excellent English communication (verbal and written) and exceptional communication skills with prescribed business etiquette at both personal and electronic levels in a multi-cultural, multi-level environment

* Exceptional work ethic and personal and professional integrity

* Ability to adapt to and work within the Firm’s culture

* Excellent time management skills and ability to multi-task, analyze and prioritize projects

* Ability to work independently and on events located in other locations around the world.

* Highly organized with great attention to detail and strong proofreading and accuracy skills

* Strong analytical and problem solving skills

* Strong technical skills and solid working knowledge of Word, Powerpoint, and Excel

* Strong working knowledge of database management

* Experience in budgetary management and cost control initiatives

* Ability to work with “virtual teams” around the world – team player with ability to adapt and work within the Firm’s culture and ability to recognize and integrate balance between independent and team efforts in accomplishing goals and action plans

* Ability to organize and establish daily and long-term action plans

* Flexibility and adaptability

* Eligible to secure a Visa for potential limited international travel

* Educated to degree level or above

* At least 5-10 years experience in meeting and event planning for up to 400 pax

* Experience in project management

* Planning experience in a professional service firm or legal industry a plus

ADDRESS: 14th Floor Net One Center 26th St. cor 3rd Ave. Crescent Park West Bonifacio Global City, Taguig City
B&M Global Services Manila, Inc., is a subsidiary of Baker & McKenzie International B.V., a support services provider to Baker & McKenzie International, a Swiss Verein of member law firms around the world. Neither B&M Global Services Manila, Inc., nor Baker & McKenzie International B.V., is engaged in the practice of law.

Company Name :
B & M Global Services Manila
Industry :
Call Center / IT-Enabled Services / BPO
Type of Company :
Private Limited Company, Local Based Company
Location :
14th Floor Net One Center, 26th St. cor. 3rd Ave., Cresent Park West Bonifacio Global City Taguig