Conference Coordinator

3 days ago

Andheri Mumbai Maharashtra, India The Hotel Firm Full time

Job Title: Conference Reservation Coordinator

**Job Description**:
The Conference Reservation Coordinator plays a pivotal role in organizing and coordinating all aspects of conferences and events hosted by the company or organization. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Conference Reservation Coordinator will work closely with Hotels, vendors, clients, and internal teams to ensure seamless execution and successful outcomes for each conference.

**Responsibilities**:
Conference Planning: Collaborate with Hotels, Clients and internal stakeholders to develop comprehensive conference plans, including scheduling, budgeting, and logistics.

Venue Selection: Research and identify suitable venues for conferences based on event requirements, capacity, location, and budget considerations.

Reservations and Bookings: Initiate and manage the reservation process for venues, accommodations, and any required conference services (e.g., audio-visual equipment, catering).

Attendee Management: Oversee attendee registration and communication, ensuring timely responses to inquiries and providing necessary information to participants.

Vendor Coordination: Liaise with external vendors, suppliers, and service providers to negotiate contracts, secure necessary services, and ensure timely delivery.

Logistics Management: Coordinate transportation, signage, seating arrangements, and other logístical details to ensure a smooth flow of the conference.

Budget Tracking: Monitor and manage the conference budget, tracking expenses and ensuring adherence to financial guidelines.

On-Site Support: Be present on the day(s) of the conference to oversee setup, registration, and any on-site issues that may arise.

Post-Conference Evaluation: Conduct post-conference evaluations to gather feedback from participants, vendors, and stakeholders to identify areas for improvement.

Documentation: Maintain detailed records of conference arrangements, vendor contracts, and other pertinent information for future reference.

Communication: Communicate regularly with all stakeholders, including clients, vendors, and internal teams, to provide updates and address any concerns.

Problem-solving: Identify potential challenges and proactively develop solutions to ensure the success of the conference.

Qualifications:

- Proven experience in conference planning and coordination, preferably in a corporate or organizational setting.
- Excellent organizational and time-management skills.
- Strong negotiation and communication abilities.
- Attention to detail and ability to handle multiple tasks simultaneously.
- Ability to work effectively under pressure and adapt to changing circumstances.
- Customer-focused with a keen sense of hospitality and professionalism.

**Salary**: From ₹25,000.00 per month

Schedule:

- Day shift
- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Andheri, Maharashtra: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- total work: 1 year (preferred)

**Speak with the employer**
+91 8828175988

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