Meeting Alliance Project Coordinator Job Description
The role of the Project Coordinator is to ensure administrative support and control of
project management activities in order to provide quality and excellence in project
delivery.
You will assist and support our operations teams in the planning and execution of both
large and small meetings and events.
You must be detail oriented and organized and hold the highest standards for
productivity and work ethics.
The duties of this position are diversified and may include building web-based
registration websites, managing online registrations, managing rooming lists,
coordinating attendee communication, working on-site for the duration of a program
including pre-program set up, coordinating printed materials and data, and any other
task needed to ensure the smooth planning and execution of a meeting.
This position works in a team-oriented atmosphere and must be a valuable and reliable
member. A willingness to go the extra mile is essential as the responsibilities of this
position will develop and groom the candidate for a future as planner and/or Project
Manager.
What follows are some of the necessary job requirements for this position.

Computer skills – You should be able to navigate Micro Soft Outlook, Excel, and
Word proficiently. The majority of our programs involve spreadsheets; therefore
Excel is a vital part of what we do. Mail merges are also an integral part of our
program process and the majority of our communication is via e-mail.

Phone skills – You will be handling incoming calls from program attendees/clients
– you will need to provide information in a courteous, pleasant manner and make
sure you have answered all questions to their satisfaction or direct them to
someone who can. You may also be calling vendors for supplies /amenities to
check pricing, samples, turn around time, etc.

Reports – You will be responsible for updating the master for individual programs
and providing status reports to the Project Manager in all areas assigned to yousuch as - rooming list, arrivals, departures, transportation, cancellations, etc.

Mailings – Depending on the program, you could be sending invitations to
invitees as well as confirmations and pre-trip documents – some will be sent
electronically while others USPS and/or FedEx (ship Manager). All documents
going out to the client/attendee must be proofed for accuracy. We are a detail
oriented company and need all our employees to be focused in that area as well.

On Line Web registration - You should be proficient in web-based registration
software, StarCite’s Reg Web a plus.

On Site Staff – The opportunity to work on site at the meeting will present itself
based on your current workload and/or involvement in specific portions of the
program.

Additional Duties – There are numerous pieces involved in each program we
manage and they can be different from program to program. All tasks requested
by the Project Manager are to be considered part of your job description. When
not involved in a particular program you are to be of assistance to any one in the
office requesting help.