Program Coordinator - Travel, Meeting & Events, and Restaurant

Job Overview

This position provides critical support for both travel, meetings, and events as well as new restaurant openings. The role involves managing logistics, coordinating accommodations, and ensuring successful outcomes for various events and openings. This includes supporting Travel Managers, Meeting Planners, and New Restaurant Opening (NRO) Managers with planning, organization, contracting, room block management, and invoice reconciliation. The environment is fast-paced, requiring quick turnarounds and meticulous attention to detail.

• Source, negotiate, and contract hotels for openings and events across multiple cities.
• Set up direct billing for room blocks and manage room block inventory accurately throughout the timeline of openings or events.
• Provide clear and concise logistical details to NRO Managers and internal clients.
• Support Travel Managers by communicating with Travel Management Companies (TMCs) and assisting with Online-Booking Tool (e.g., Concur) management, including traveler profiles.
• Manage and maintain weekly, monthly, and yearly reports for travel, meetings, and events.
• Process invoices for travel, meetings, events, and restaurant openings promptly and accurately.
• Collaborate with meeting planners to ensure the success of various meetings and events, including online registration support (e.g., via Cvent).
• Maintain a calendar and list of events for meetings, openings, and other activities.
• Serve as a liaison with Human Resources for employee recognition and other related events.
• Reconcile final invoices and work with the travel team to ensure group rates are extended beyond the opening or event timeline.
• Request estimates from vendors and manage inventory of supplies and equipment for meetings and events.
• Provide administrative support to staff, attendees, and speakers, ensuring smooth execution of all activities.

• Highly organized with sharp attention to detail.
• Superior planning, time management, and organizational skills.
• Demonstrated creativity and problem-solving abilities.
• Cheerful, friendly, and upbeat outlook.
• Professional, responsible demeanor.
• Proficiency in Microsoft Office Suite and Internet-savvy.
• Excellent interpersonal, written, and verbal communication skills.

• High school diploma or equivalent.

• Ability to work successfully as part of a team and independently with sound judgment, tact, and poise.
• Strong problem-solving skills and the ability to handle multiple tasks under tight deadlines.

• College coursework in pursuit of a Bachelor’s Degree in hospitality, hotel management, or a related field.
• Prior experience with hotels, travel management, or DMCs.
• Experience with online registration tools (e.g., Cvent) and travel booking tools (e.g., Concur).