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.
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