Meeting & Sourcing Manager

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To function as primary client liaison and team lead for assigned programs. Negotiates critical program components based on knowledge of client requirements and creates preliminary budgets. Manages corporate meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients. Responsible for sourcing and planning of all assigned programs through final billing, while providing unparalleled levels of customer service on all travel programs.

Primary Responsibilities

25% - SOURCING/CONTRACTING MANAGEMENT:

• Qualifies request, research and source destination and hotel options based on program criteria.

• Qualifies proposals and negotiates critical components, ensuring appropriate processes and addendums are utilized and savings/spend expectations are met.

• Secures appropriate room block and pricing from hotel and venues.

• Conducts additional negotiations with supplier(s), such as DMC cos., and all other third-party suppliers, pre-sale and post-sale, to improve costs, profitability and/or terms of targeted program components.

• Utilizes business program management system to create and manage program from contract turn-over meeting to final bill completion.

• Participates in major program re-negotiations or cancellation negotiations and contract interpretation, as required.

25% - PROCESS MANAGEMENT:

• Complete project timeline with client and suppliers to facilitate prompt and accurate handling of all program details.

• Manages workload to ensure timely deliverables; communicates effectively with team members on all issues pertaining to client program activity, including Information Technology support for web requirements on assigned programs.

• Coordinates and may attend site inspections as needed.

• Coordinates all program details and produces a program itinerary / working agenda that outlines all program specifics and requirements.

• Reviews final billing prior to final invoicing to client.

• Maintains accurate records, system input, and complete file management.

• Evaluates program impact and reassesses objectives and outcomes.

• Partners with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.

25% - RELATIONSHIP MANAGEMENT:

• Maintains open and on-going communication with team regarding supplier utilization, key negotiations, performance and unique programming ideas.

• Advises team on preferred hotels and helps direct decisions to those hotels participating in the Preferred Program.

• Partners with third party suppliers to understand and negotiate their services as needed.

• Provides negotiation expertise to team members.

• Works closely with client to ensure program objectives are executed.

• Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.

• Acts as lead, communicates program requirements to team as needed; works closely with support departments to exceed client requirements and objectives.

• Conducts regularly scheduled status meetings with client and stakeholders from pre-launch through program operation.

25% - FINANCIAL MANAGEMENT:

• Advises customer of initial deposit requirement and secures payment.

• Responsible for accurate program forecasting and updating business management systems with accurate financial information.

• Manages overall program budget, reviews and audits all program related billing for accuracy.

• Tracks and reports expenses to clients and communicates changes on a consistent basis.

OTHER: May require travel to domestic destinations, in support of client site inspections and/or program operations. There is an inherent risk associated with all travel, often as a result of extraordinary circumstances. Therefore, during an emergency, it is your duty to provide the necessary guidance and leadership, and to promote the safety of the client, travel participants and other Maritz employees by implementing or supporting prescribed crisis procedures.

Education or Equivalent Work Experience

Required/Preferred: Required

Type of Degree: Bach. Degree

Years of Experience

4 – 6 years

Qualifications

1. College degree preferred.

2. Minimum of five years of experience in sourcing, project, event or meeting management, at least 2 of which are in procurement, required. Experiences in hotel buying required.

3. Proven negotiation skills. Knowledge of domestic hotels and destinations required, international a plus. Knowledge of travel supplier operations, overall capabilities/range of services.

4. Program management system experience preferred, especially with Cvent, an online sourcing tool. Operations experience in hospitality industry or equivalent a plus.

5. Prior successful experience in developing and maintaining key client and supplier relationships. Prior experience in effectively handle multiple projects/demands. Strong knowledge of program/event management and budget maintenance.

6. Proven aptitude for technology and/or software solutions and analytical skills required.

7. Ability to travel by airplane, boat, rail and/or car.

8. Proficient at Microsoft Office Suite, especially Word, Excel and PowerPoint.

Travel Requirements

Travel Required: Yes

Percentage of Time Required: Approximately 20%

Disclaimer

This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at www.MaritzBenefits.com.

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-0335 or by sending an email to peopleanddevelopment@maritz.com.