Meeting, Travel and Housing Coordinator
Conference and Travel Services Department

Based in Washington, DC

Meeting, Travel and Housing Coordinator
Conference and Travel Services Department
United Staff Union – Grade 7 – Headquarters
Salary starts at: $65,601

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

Duties

Database Management and Report Building:

• Proof, edit, and update housing database for meetings, conferences and convention.
• Build events in Cvent to include registration types, paths, tracks, creating discount codes and sessions.
• Manage the Enterprise housing database for staff and non-staff. Works with Information Services on all updates to database.
• Generate complex reports and statistical information.

Housing, Meeting, and Transportation Coordination:

• 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.
• Generate specific reports for Directors and Departments as requested to determine if participation levels are being met.
• Generate and submit rooming list to contracted hotel.
• Handle all arrangements for staff/non-staff travel to include financial preparation and processing.
• Maintain regular communication with hotel’s reservation manager to ensure that contracted blocks are being met to avoid any overflow/attrition issues.
• Contact hotels to secure meeting space.
• Generate and disseminate spreadsheets to hotel reflecting guest name, roommate, payment type and how to distribute payment among guests.
• Manage and coordinate AFSCME in-house meetings and conferences.
• Participate in pre and post conference meetings.
• Assists Meeting and Travel Coordinator with transportation reservations.

Financial Reconciliation and Audits:

• Reconcile the department’s financial and housing summaries.
• Assists in finalizing the American Express bill, contacting the various hotels/restaurants for back up to charges applied to the American Express bill. Verify and process payments (credit card/check).
• Establish and maintain positive working relationships with clients, prospects, hoteliers, suppliers, and internal customers.
• Audits all hotel/conference bills for accuracy. Assists in processing non-staff housing.
• 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

Education and Experience:

• 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 which provides the following knowledge, skills and abilities.

Skills:

• 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.
• Cvent experience to include event creation from start to finish.
• 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.
• Strong interpersonal skills.
• CMP preferred.

Travel and work hours:

• Extensive travel and extended work hours may be required.

Posting Date: August 17, 2017

**Submit resume and cover letter to: recruiting@afscme.org**

AFSCME is an equal opportunity employer, and, as such, does not discriminate an employee or applicant on the basis of race, creed, color, age, sex, national origin, marital status, sexual orientation, gender identity, religious affiliation, disability, or any other classification protected from discrimination under applicable law.

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