Event Operations Manager

Job Summary

Owns, builds, manages & maintains client relationships. Responsible for site research, venue selection, RFP development, negotiations, contracting, budgeting, and program logistics, value-added client counselling, onsite management, billing, and savings consolidation.

Essential Duties and Responsibilities

Planning

• Oversee program development, planning and execution of all assigned programs from the point of meeting registration.
• Add value to clients by counselling on best practices, meeting policies, and guiding them on ways to make their event successful.
• Responsible for event budget management and communicating budgetary information to clients throughout the planning and execution of meetings.
• Negotiate and contract vendors for quality of service and optimal cost efficiency with professionalism and integrity
• Determine and arrange detailed program requirements.
• Facilitate the fulfilment of program-related participant and host communication materials, including but not limited to save-the-dates, registration announcements, room gifts, pre-trip and onsite materials, program signage, and participant name badges.
• Track and manage hotel and vendor attrition, cancellation, and deposit schedules.
• Participate, as needed, in operational site visits.
• Conduct internal pre-program briefings and debriefings, including client briefings and post-program debriefings.
• Provide on-site program assistance and oversee all arranged program details.
• Ensure internal and external reporting requirements are met.
• Review supplier bills for accuracy and ensure timely payment and final billing processes.
• Manage according to Standard Operating Procedures and Service Level Agreement metrics.
• Develop and maintain relationships with Meeting Hosts to ensure repeat and new business.
• Responsible for protecting confidential information of the company and clients.

Sourcing

• Consult with clients during venue research to ensure meeting specifications and requirements are met.
• Prepare venue comparison reports and communicate budgetary information to clients.
• Utilize suitable venues for quality of service; minimize risk and optimize cost efficiency while maintaining the highest level of quality, professionalism and integrity
• Maintain positive supplier relationships.
• Initiate vendor contacts for information and pricing on assigned meetings using the Cvent RFP tool.
• Manage according to Standard Operating Procedures and Service Level Agreement metrics, including cost savings.
• Keep abreast of new destination options, well-priced seasonal destination options, and special offers.
• Coordinate site inspections with suppliers, clients, and program managers. Prepare appropriate site inspection materials for clients.

Data Management

• Responsible for program data management, data integrity, and client reporting.
• Ensure data reconciliation is complete and accurate. Update clients and suppliers as needed.
• Reconcile all final participation data for accurate final attendee reports.
• Update program cancellations, late additions, and walk-ins to ensure the final attendee database is accurate and complete.
• Perform other duties and responsibilities as assigned.

Education / Knowledge / Experience

Required

• Diploma or Degree in Event Management or equivalent.
• Minimum of 3 years’ experience in planning corporate meetings, incentives, and/or special events.
• Minimum of 3 years’ experience in client management.
• Minimum of 3 years’ experience in hotel venue sourcing, negotiation, and contracting.
• Familiar with digital event platforms and managing digital events.
• Proficiency in Microsoft Office applications.
• Good time management and organizational skills to manage multiple projects.
• Excellent customer service skills and attention to detail.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work well under pressure and adapt to ever-changing scenarios.
• Good problem-solving capability, including anticipating, initiating, and resolving issues.
• Ability to work independently with minimal supervision.

Nice-to-Have

• Experience with Cvent Meetings Management Tool.
• Strategic Meetings Management experience.