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Fulfillment/Event Concierge Coordinator
Condé Nast
New York, NY, United States
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Event Concierge Coordinator
Pop2Life Event Concierge Services offers guest management revolving around travel and event concierge services. The Event Concierge Coordinator position is responsible for providing hospitality and exceptional customer service to our clients. The Event Concierge Coordinator will be involved in a variety of aspects of the event setup including venue and hotel scouting, assist with negotiating contracts with vendors, and provide customer service for guests attending the client event. The position involves high touch with our client’s guests while creating the required itinerary including booking travel to the event, ground transportation and hotel accommodations. This position is responsible for ensuring a high level of service and a professional manner while conveying a sense of fun.
Responsibilities:
• To learn, understand and operate the cloud-based SaaS system ECS uses to manage the projects at a high level of efficiency.
• The ability to effectively communicate and service a variety of client types including VIP guests, clients, working staff and Sweepstakes/prize winners.
• The ability to coordinate and book airfare for all guest types using the guidelines created by the client, this can include upgrages, assisting with family travel etc.
• Be knowledgeable of the overall event to provide support and service your clients from start to finish in professional manner.
• Communicate information requests and metrics to clients, professionally.
• Engage with guests in a thoughtful manner to ensure a once-in-a-lifetime experience.
• Represent Pop2Life in a professional, fun and approachable manner, in the office and on site.
• Coordinate and direct airport transfers and additional ground transportation.
• Assist with hotel check-in as necessary on site at the event.
• Set up and manage ticket pick-up suite on site.
• Maintain complete and accurate records.
• Assist in the creation, execution and reconciliation of all financials for the project.
• Provide support to Project Lead in all event aspects.
• Have a complete understanding of, and adheres to the policies of Pop2Life.
• Communicate any concerns to the Pop2Life management.
• Perform other reasonable duties that may be requested from time to time.
Recommended Skills
• The ability to be a team player and thrive in a high-pressure environment.
• The ability to think clearly and make quick decisions.
• The ability to work independently, with minimal supervision.
• Deliver service in a way that is exceptional and hospitable to our client.
• Gmail, calendar and Google docs literate and proficient.
• Fast learner who can process information including technology and communicate to others.
Basic Criteria
• Extremely detail oriented
• Super organized
• Flexible
• Able to multi-task
• Comfortable talking to people – great personality!
• Willing to work outside the standard work week
• Team oriented
• Professional and confident demeanor
• Ability to “think on feet”
• Willing to travel, work evenings, weekends and holidays