International Contract and Event Planning Manager
Washington, DC 
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Posted 10 days ago
Job Description
Trade Center Management Associates if a private sector building management and hospitality service provider at the Ronald Reagan Building and International Trade Center. The Ronald Reagan Building and International Trade Center is recognized as a premier location in Washington DC, to stage events requiring the highest level of excellence in terms of service, food quality and presentation, and logistical planning.

Job Overview:
The role of the International Contract and Event Planning Manager is to plan events that represent all of the employees of our facility, giving our customers a level of confidence in our ability to deliver superior events that exceed their expectations.

Job Responsibilities:

SELLING
  • In your role as a sales liaison for WTCDC, you will handle the majority of the leads and prospects generated by WTCDC.
  • Assist Sales and WTCDC in meeting annual international event goals and annual sales goals
  • Negotiate and prepare contracts for the majority of international/WTCDC events.
  • Assist WTCDC managers, as requested, during site inspections with new clients, or clients with tentative pieces of business to help close business.
  • Assist sales team in maximizing revenue by adhering to the sales guidelines. Organize presentations for inside and outside WTCDC sales calls
  • Assist in the development and execution of projects with the WTCDC staff for the international market to increase volume of events
  • Attend offsite networking events with WTCDC staff to uncover new international prospects
  • Ensure seamless turnover of clients to appropriate sales manager and event planner when required

PLANNING
  • Follow all established procedures as designated in the Sales Manual.
  • Participate in turnover meetings and/or calls with the appropriate sales manager.
  • Become familiar with all assigned events:  review contract and discuss the event with the appropriate sales manager prior to contacting the client for the first time.
  • Maintain assigned files in accordance with the guidelines outlined in the Sales Manual.
  • Conduct site inspections and maintain familiarity with the building and its capabilities.
  • Work directly with clients to achieve maximum revenue and profit while exceeding guest needs.
  • Prepare customized menu proposals as requested by guests in consultation with the Executive Chef.
  • Coordinate and execute tastings as required.
  • Prepare Banquet Event Orders (BEOs) for all events.  BEOs are to be complete and accurate, and distributed within the required time frame and have client endorsement.
  • Prepare event diagrams that correspond to each banquet event order to illustrate room layout requirements.
  • Prepare a detailed estimate of charges for every event.  The estimate should be delivered to the guest at the same time as the initial set of BEOs.
  • Change and revise BEOs as necessary, following appropriate procedures. 
  • Provide final guarantees 72-hours in advance, using appropriate procedures.
  • Host internal tie-down meetings, or pre-event meetings with clients as necessary.
  • Coordinate with other departments to ensure quality of guest satisfaction.
  • Host internal post –con meetings with clients as necessary.
  • Review banquet checks daily, noting any needed revisions, and returning them to Events within 24 hours.
  • Review final invoice from the Accounting department to insure that it is accurate and correct.  Return all invoices to Accounting within 48 hours.  Update information on the invoice tracking log.
  • Close bookings in VISUAL ONE (V1) in a timely manner.
  • Assist in the logistics support of the Reverse Trade Mission (RTM) efforts for the WTCDC including the following:
    1. Assist in the research of offsite hotel properties ensuring that room rates are within government per diem for the designated cities. Maintain lists for the room blocks for each property ensuring that hotels are updated with changes within the parameters established in contracts.
    2. Assist in the production of collateral documents to be included in delegate and participant handbooks.
    3. Maintain Access database of delegate/partner/participant information for RTMs
    4. Support the marketing and promotion of the RTMs including development and maintenance of website and event registration site
    5. Assist in the coordination of ground transportation for the RTM. Maintain daily communication with the ground transportation vendor to advance the next day’s itinerary during the RTM.
    6. Research and identify meal locations for the RTM ensuring that the meal offerings are of good quality and consistent with government per diem rates in the designated cities.
    7. Support the accurate tracking of meal expenses of the RTM, maintaining accurate records and consulting senior management where necessary to ensure proper record keeping.
    8. Work hours as determined by the requirements of the RTMs including evenings and weekends.
    9. Travel as required for the RTMs
    10. Have Knowledge of USTDA policies and procedures regarding the RTMs found in the IQC Manual and relevant task orders.

EVENT SERVICING
  • Coordinate and facilitate vendor move in as appropriate.  This includes ordering canine officers when after hours deliveries are scheduled.  This does not include checking in rental equipment.
  • Oversee all event details to ensure the highest standards of quality and service are being achieved, and that event is being executed as promised to the client.
  • Anticipate and resolve client needs & issues while maintaining positive relationships
  • Work schedule is based on business levels, and may include evenings, nights and weekends.

GENERAL
  • Have knowledge of all ITC policies
  • Working knowledge of WTCDC marketing and promotional process and standards
  • Act as a liaison between the WTCDC and the Sales/Event Planning teams to provide both groups with regular updates on international events happening in the building.
  • Attend weekly staff meeting, when appropriate, to discuss high-profile events
  • Insure all proposals and written communication are accurate and delivered to clients in the time frame that they require.
  • Constantly and clearly communicate with all other departments regarding details of upcoming events
  • Maintain consistent verbal and written communication with clients
  • Demonstrate strong organizational skills
  • Conduct personal behavior in a mature professional business manner at all times with a particular awareness and advance preparation for the cultural requirements/affinity for engagement with international guests.
  • Adhere to the TCMA dress code.

Meetings you attend
  • BEO meeting on those days when you have events to review
  • Weekly 1-on-1 sessions with Associate Director of the WTCDC
  • Meetings with the Director of Event Planning and the Director of Sales as contracting and planning needs require
  • WTCDC staff meetings
  • Bi-weekly sales division meeting
  • Bi-weekly planning meeting
  • Monthly Managers  meetings
  • Weekly CARE meeting
  • Daily Revmax

People with Whom You Interact
  • Prospective and existing WTCDC guests
  • Outside vendors and suppliers
  • All TCMA operational departments
  • Drew Company colleagues and their professional associates
  • FPS and GSA
  • World Trade Centers Association members and staff
  • High government officials and members of the diplomatic corps
 

Background and Skills

  • Must have a bachelor’s degree. CMP certification is a plus.
  • Previous customer service, event planning, or hospitality experience preferable.
  • Excellent presentation, organizational, and communication skills
  • Strong computer skills with proficiency in MS Word, Excel and PowerPoint and Visual One (V1)
  • Ability to manage multiple tasks simultaneously while delivering exceptional quality and customer service.
  • Knowledge of Visual One (V1) or Delphi software and Social Tables
  • Third party event planning experience a plus.

We offer state of the art facilities, a competitive base salary, generous commission plan and unparalleled, comprehensive benefits package.  We are also Metro accessible via the Orange or Blue lines at the Federal Triangle station providing direct access into our building and three blocks away from the  Metro Center (red line) metro stop.  

Please visit our website, 
www.itcdc.com, for further information.


 
Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities

 

Job Summary
Start Date
Immediately
Employment Term and Type
Regular, Full Time
Hours per Week
40
Work Hours (i.e. shift)
8:30am to 5:30pm
Salary and Benefits
$65,000
Required Education
Bachelor's Degree
Required Experience
3 to 4 years
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