Meeting, Travel and Housing Coordinator

This position oversees housing for AFSCME’s conventions, conferences and meetings.  Performs a range of functions requiring attention to detail and familiarity with specific AFSCME policies and programs. Coordinates and handles all aspects of housing. Serves as the direct point of contact for travel vendor.

DUTIES:  Proof, edit, and update housing database for meetings, conferences and convention. Create, receive, and process housing forms for meetings, conferences, and convention. Organize, review and file housing forms as they are received and entered into database and review for accuracy. Track housing forms for cancellations and moves. Compare rooming list to hotel confirmation list for accuracy. Submit rooming list to hotel reservation manager. Provide consultation for housing process/web site. Manage the housing database. Works with Information Services on all updates to database. Generate specific reports to Director and Departments as requested to determine if participation levels are being met. Generate and submit rooming list to contracted hotel. Maintain regular communication with hotel’s reservation manager to ensure that contracted blocks are being met to avoid any overflow/attrition issues. Verify and process payments (credit card/check).  Generate and disseminate spreadsheets to hotel reflecting guest name, roommate, payment type and how to distribute payment among guests. Participate in pre and post conference meetings. Audits all hotel/conference bills for accuracy. Assists in processing non-staff housing. Assists in finalizing the American Express bill, contacting the various hotels/restaurants for back up to charges applied to the American Express bill. May contact hotels to secure meeting space.  Establish and maintain positive working relationships with clients, prospects, hoteliers, suppliers, and internal customers.  Plan and organize meetings to ensure registration, financial tracking, automated attendee communication and housing are provided for. Provide on-site leadership at conferences and meetings. Other duties as assigned.

REQUIREMENTS:  Graduation from an accredited four-year college or university with course work in event/hospitality management with three (3) to five (5) years in the hospitality industry; or any equivalent combination of education and experience. Strong computer skills/IT background which includes: database manipulation, advanced Excel knowledge and ability to learn and readily adapt to new technology being developed and/or introduced, as well as system/process improvements. Ability to communicate effectively, both verbally and in writing. Ability to handle heavy workload and juggle competing priorities. Ability to use good, independent judgment.  Knowledge of AFSCME operations and procedures or exposure to a labor union. Knowledge of registration, housing and conference processes. Experience dealing with travel vendors. Ability to travel and work extended hours. Strong interpersonal skills.