Meeting Services Coordinator

Overview

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The Meeting Services Coordinator (MSC) supports the Convention Team in delivering impactful events for franchisees and clients. This role manages accommodations, registration giveaways, and oversees major events such as the Elite Retreat and Client Forum, including site selection, contract negotiations, communications, and on-site execution. The MSC also serves as the primary liaison with hotels and venues and provides support for SERVPRO® Headquarters receptions and trade show gatherings.

Annual Convention

• Attendee Materials & Budget:
  Source, select, and order registration giveaways (e.g., bags, apparel, branded items) in collaboration with Marketing. Manage budgets and track expenses for attendee materials and award shipping.
• Hotel & Reservations:
  Serve as primary contact for hotel reservations for headquarters staff, executives, and special guests. Liaise with hotels regarding rooming lists, concessions, billing adjustments, and suite upgrades. Monitor franchisee reservation pick-up against contracted blocks and respond to inquiries regarding policies and processes.
• Website & Communications:
  Maintain and update Convention website content in partnership with IT and Marketing to reflect current themes and event details. Draft and distribute communications related to awards and registration processes.
• Onsite Event Support:
  Participate in site visits and pre-convention meetings to assist with event placement and logistics. Conduct staff orientation sessions and provide secondary support for onsite needs, including reservations adjustments and food and beverage functions.

Elite Retreat

• Lead planning and execution of the annual four-day incentive trip for top-performing franchises, including site selection, contract negotiations, and coordination with hotels and Convention & Visitor Bureaus.
• Manage attendee communications, including award notifications, travel arrangements, and onsite schedules.
• Oversee food and beverage selections, gift sourcing, and vendor coordination.
• Manage event budgets and reconcile post-event financials; submit recap to Executive Management.

Offsite Meeting Management – Other Departments

• Work closely with internal departments to plan offsite meetings, including location, attendees, agenda, and activities.
• Manage site selection and contract negotiations.
• Select offsite dinner locations and coordinate food and beverage for receptions, breakfasts, lunches, and dinners.
• Research and arrange ground transportation as needed.
• Manage contracts or Banquet Event Orders (BEO) and oversee onsite execution.
• Submit post-event financial recap to the host department.

You have

• Strong knowledge of the meetings industry and event planning best practices.
• Minimum three (3) years of experience in meetings or hotel industry.
• Proficient in Microsoft Office Suite and related software.
• Excellent organizational, time management, and prioritization skills with ability to manage multiple projects.
• Strong attention to detail, follow-up, and ability to work independently.
• Exceptional interpersonal and communication skills, both written and verbal.
• Ability to work in a fast-paced environment and maintain focus on execution and results.
• Commitment to delivering excellent customer service and representing SERVPRO® professionally.

Bachelor’s degree preferred or comparable work experience.

• Fast-paced high-pressure office environment.
• Standard working hours, based on a 40-hour work week.
• Additional working hours required as needed to complete assignments and projects on schedule.
• Travel can be up to 10% as required by business conditions.
• Valid driver’s license or US Passport is a plus.

For more than 50 years, SERVPRO® has been a trusted leader in fire and water cleanup and restoration services, mold mitigation, construction, biohazard and pathogen remediation throughout the United States and Canada. Our 2,200+ individually owned and operated franchises are supported by our dedicated headquarters team. We strive to cultivate a professional community that respects and celebrates the things that make us unique, the things we share, and the collaborative spirit we bring to the work we pursue together.

SERVPRO is an equal opportunity employer. All applicants will be considered for employment without attention to age, race, color, religion, gender, sexual orientation, national origin, veteran or disability status.