The Conference Planning Coordinator will support the Conference Planning Management Team from initial booking turnover, documenting correct and accurate client information. Along with performing a wide variety of administrative and secretarial tasks.
• Fulfill Lockheed Martin guest’s needs relative to Center for Leadership Business center such as copying, typing, and making signs and/or nametags.
• Support Conference Planners by creating Agreements, VMS Forms and files.
• Generate weekly distribution cover page & distribution on Monday’s close of business, Daily Change Log, and Daily SVP Report.
• Prepare daily schedule which list all available rooms and groups are scheduled in the building.
• Administers weekly cross referencing of rosters and rooming list to check for day guest, collecting credits cards from all classes with day guests and process Micros payments for meals and return cards to the guests
• Maintain existing filing system and essential records used in the department, including answer telephone, provide information and take messages as required.
• Handle internal and donated events efficiently to allow for revenue generation maximization while still addressing internal and client needs. Schedule and plan internal events in Delphi.
• Corresponds to customers and provide confirmations of countersigned BEO’s in a timely manner.
• Maintain Micros process to include; Day CMP Charges, S&H charges, etc.
• Distribute communication documents such as BEO's, resumes, reports, memos and letters using word processing, spreadsheet, database and/or other presentation software.
• Assist with the preparation and coordination of mailing correspondence as needed, including preparing and executing Delphi merge documents.
• Handle correspondence, signage, emails and post-con surveys for Planning Team.
• Take requests of clients for add on meetings/office space while onsite. Create a booking and maintain all requests and space holds within Delphi.
• Maintains Receipt Records for guests as well as maintain all Group files by uploading onto Sharepoint for future reference.
• Create, maintain and update all STO’s associated with the Support Desk functions.
• Responsible for inventory and office supplies
• Provides excellent customer service, anticipating guests’ needs
• Assist Director of Conference Planning and Conference Planning Managers with special projects
• All other duties as assigned by Management.
• Have at least two years previous working experience in Meeting/Conference Support or Administrative position.
• Positive attitude towards guests, customers, clients, co-workers, etc.
• Experience and working knowledge in computer operations and basic knowledge of Delphi, Opera, and Microsoft Suite products.
• Must be able to follow policies and procedures accurately.
• Must be able to maintain confidentiality in all aspects of the position.
• Must have professional appearance and manner.
• Must be able to communicate effectively in writing and verbally across all levels of the organization and be a strong writer with excellent grammar.
• Must have excellence customer service experience and skills with excellent attention to detail and follow-up skills.
• Must be able to manage time efficiently, multi-task and prioritize
• Must be available to work flexible hours
Our Mission
Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet.
At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law.
About Aramark
The people of Aramark proudly serve millions of guests every day through food and facilities in 15 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at or connect with us on Facebook , Instagram and Twitter .
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