What are the responsibilities and job description for the Meeting Planner position at Ampcus, Inc?
Ampcus Inc. is a certified global provider of a broad range of Technology and Business consulting services. We are in search of a highly motivated candidate to join our talented Team. Job Title: Meeting Planner. Location: Richmond, VA. Job Description:
Ampcus is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, age, protected veterans or individuals with disabilities.
- Contractor should provide meeting planning services, supporting the Food and Beverage Company Meeting Planning department, for the Food and Beverage Company and its Affiliates.
- The nature of these meetings is primarily internal. Contractor will be managed by the Associate Manager, Meeting Planning (AMMP). If the AAMP is unavailable the Contractor must contact the Senior Manager Aviation Scheduling, Travel Services & Meeting Planning (SMASTM).
Requirements:
- AAMP will coordinate workload assignments with Contractor.
- Contractor will request non-disclosure agreements (NDA) and Certificates of Insurance (COI) from vendors including but not limited to ground transportation, destination management companies (DMC), venues and activities.
- Maintain relationships with best-in-class Suppliers including but not limited to restaurants, hotels, DMC's, venues, speakers, entertainment, ground transportation, etc.
- Potential new Suppliers or concerns with existing Suppliers must be discussed with AAMP, changes cannot be made without Food and Beverage Company's prior approval.
- Collaborate with clients to determine meeting/event needs with a focus on financial discipline, contractual and monetary approval authority compliance, and budget reconciliation.
- Contractor is required to use approved meeting, budgeting and sourcing software provided by Food and Beverage Company.
- Contractor is required to maintain complete event files including an estimated budget prior to / during the event and a fully reconciled budget for every event including receipts, Banquet Event Orders (BEO), and all other supporting documentation.
- Develop detailed instructions in conjunction with BEO's, agendas, rooming lists, transportation manifests and similar documents, as required by each event.
- Administrative support to include name badges, meeting websites, signage, and other required collateral.
- Provide on-site execution services as needed/requested by the client or directed by AAMP.
- Contractor shall provide all services in accordance with all policies and guidelines governing the Food and Beverage Company and its Affiliates.
- Contractor delivers services in a timely fashion based on client requirements, Food and Beverage Company's requirements and at the direction of AMMP.
- Dates and times for events may require some work on weekends or outside of normal business hours.
- All overtime must be approved in writing by AAMP PRIOR to being incurred; if there is the possibility Contractor may incur overtime but is not certain, pre-approval is still required.
- Time sheets and approved expenses must be submitted in a timely manner.
Ampcus is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, age, protected veterans or individuals with disabilities.