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Title

Client Services and Meeting Coordinator 

Category Business Support  
Description

JOB PURPOSE: The Client Services & Meeting Coordinator is the primary NCM representative who works in support of an assigned Executive Conference Moderator(s) and/or a Consultant(s) to plan and execute 20 Group meetings, in-dealership meetings and OEM programs. The Coordinator serves as the primary customer service contact for NCM clients as well as a liaison to all other company departments ensuring adequate compliance for all NCM clients' business needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Provide organizational and administrative support and clerical assistance to the Moderator(s) and/or Consultant(s), as needed.
  • Serves as the primary customer service contact for NCM clients, corresponding via email, phone and fax to troubleshoot and assist with the needs of the client.
  • Meeting Planning; negotiation of food and beverage, audio visual, on/off-site activities, transportation, meeting attendance, etc.
  • Works with the Moderator(s) and/or Consultant(s) for approval and processing of any and all necessary payments remitted on behalf of the 20 Group members or OEM programs during the meeting planning process.
  • Work closely with other departments to ensure new clients are educated and prepared for upcoming meetings.
  • Review Contract Request Forms submitted by the Moderator(s) and/or Consultant(s) for accuracy and completeness prior to submitting to Maritz for sourcing.
  • Work closely with Maritz through contract process.
  • Calendar management, including, but not limited to, Moderator(s) and/or Consultant(s) schedule, meeting planning chart, etc.
  • Meeting material maintenance; proofing, editing and preparing meeting literature. Proofs any client facing material to ensure accuracy and professionalism on behalf of the company.
  • Assists in ensuring clients' monthly products are submitted and produced by groups' stated deadlines by conducting follow-ups and sending reminders to all necessary clients regarding the submission of their monthly financial data. Additionally, communicating with the Moderator(s) and/or Consultant(s) regarding the status of financial submissions each month.
  • Updates all necessary programs with current client information in a timely manner, such as WinMaster, Outlook, Salesforce, etc.
  • Effectively communicate and execute all aspects of meeting planning with on- and off-site employees.
  • Fill in for Receptionist on a rotating schedule during breaks, lunches and absences.
  • Assists with work overflow.

QUALIFICATIONS

The following education, experience, competencies and behavioral skills are needed to perform this job successfully:

Education

  • Bachelor's Degree preferred, however, requirement may be satisfied with equivalent combination of education and experience.

Experience

  • A minimum of 2 years related work or industry experience.

Competencies

  • Knowledge of CRM/databases, Salesforce.com a plus.
  • Advanced capabilities with Microsoft Office.
  • Ability to handle private and confidential information in accordance with company's interest and policies, legal requirements and business ethics.
  • Strong time management skills.
  • Strong organizational skills, attention to detail and superior multi-tasking abilities.
  • Solid problem-solving skills
  • Strong written and oral communication skills.
  • The ability to work in a fast-paced environment and adapt quickly to change.

Behavioral Skills

  • Strong presentation and communication skills.
  • Superior customer service skills.
  • Demonstrate initiative; be a self-starter.
  • Professional, enthusiastic and resourceful.
  • Strong work ethic; willing to do whatever it takes to get the job done.

ACCOUNTABILITIES AND MEASURES

  • Completes all responsibilities in a timely and accurate manner in order to meet client needs and remain cost effective.

Physical Demands

  • While performing the duties of this job, the employee is routinely required to stand, walk, sit, speak, hear, see and use hands to handle objects.
  • Must be able to answer phone and communicate with clients, hotel contacts and co-workers.
  • Must be able to concentrate/focus with constant interruptions.
  • The employee must be able to lift and/or move up to 50 pounds.
  • Must reside in the Kansas City area.
 
Position Requirements  
Full-Time/Part-Time Full-Time  
Country  
Position Client Services and Meeting Coordinator  
Exempt/Non-Exempt Non-Exempt  
Open Date 6/15/2022  
Location Corporate Headquarters, 4717 Grand Ave Kansas City, MO 64112  

This position is currently accepting applications.

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