Primary Report: Associate Director, World Trade Center Washington DC (WTCDC)
Secondary Report: Vice President, World Trade Center Washington DC (WTCDC)
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.
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.
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 departments in meeting annual international event 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 in the development and execution of projects with the WTCDC staff for the international market to increase volume of events
Follow all established procedures as designated in the Sales Manual.
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.
Assist in the logistics support of the Reverse Trade Mission (RTM) efforts for the WTCDC
Coordinate and facilitate vendor load-in as appropriate. This includes ordering canine officers when after hours deliveries are scheduled.
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.
Working knowledge of TCMA and 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.
Maintain consistent/timely verbal and written communication with clients and colleagues regarding details of upcoming events
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 Assistant 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
People with Whom You Interact
TCMA and WTCDC staff
Prospective and existing WTCDC clients
Outside vendors and suppliers
All TCMA operational departments
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
Ability to manage multiple tasks simultaneously while delivering exceptional quality and customer service.
Knowledge of Visual One (V1) or Delphi software and Social Tables
Our office dress code is business attire. NO visible tattoos or facial piercings.
Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities