Meeting Planner/Venue Sourcing Specialist

HAYS Poland jest firmą doradztwa personalnego, należącą do międzynarodowej grupy HAYS plc, notowanej na giełdzie w Londynie i największej firmy rekrutacyjnej w Wielkiej Brytanii.

Grupa posiada ponad 390 biur w 27 krajach na całym świecie, w których łącznie pracuje 8 300 specjalistów. Jest liderem w Europie Środkowej i Wschodniej, Azji, Ameryce Południowej, Australii, Nowej Zelandii, Chinach, Japonii, Hong Kongu i Kanadzie.

For our prestigious, international client in Warsaw from Meetings & Events sector we are looking for Meeting Planner/Venue Sourcing Specialist.

Responsibilities:

Venue Sourcing & Contracting:

Sourcing venues for a global international client from a hub located in Warsaw (working hours might be in shifts between 08:00 – 18:00)
Work with Suppliers to secure savings/added value and to maximize all commercial opportunities for American Express
Qualify the client’s brief and source appropriate venues within pre-agreed SLA’s
Multiple venue finding, negotiation and proposal according to the client’s requirements as well as any preparation of costing and invoicing that may be required
Accurate data input into the Starcite system
Undertake continuous self-development and training to ensure outstanding quality and customer satisfaction standards are achieved
Maintain up to date knowledge of key locations and venues by working with preferred suppliers on product updates, attend fam trips etc.

Planning:

Brief development 
Project planning and timelines development
Detailed Word or PowerPoint proposal
Develop and secure arrangements for entertainment, decoration, activities, travel documents etc.
Coordinate food and beverage
Manage room block and attrition
Project management / work with 3rd parties (e.g., DMC, audio-visual, speakers, insurance agency, etc.)
Meeting space management
Attendee management, budget management, final cost reconciliation
Invoicing and payment, reporting

Other tasks:

Administration Support for the team in various administrative tasks Challenges 
Orientation in a complex and wide area of responsibility, good knowledge of AMEX internal processes and systems
Strong alignment with the Meetings & Events team
Priorities and tasks management, partially with several purchasers with managerial authority
Managing and prioritizing tight deadline

Qualifications:

Excellent venue knowledge, mainly in Europe – extensive knowledge of UK market is an advantage
Methodical approach to work with excellent project and time management skills
Show good initiative/communication skills, specifically telephone techniques – including ability to interpret clients requirements
Strong negotiation skills
Good understanding and usage of online tools and reporting systems
Solid accounting understanding, basic knowledge in bookkeeping; analytical thinking
Confident, professional personality which is portrayed on the telephone and face to face with colleagues and clients, ability to resolve discrepancies
Excellent team player skills supporting colleagues and ensuring the smooth operation of the department, good collaboration with the Project Manager / Senior Project Manager
Competency in Microsoft applications including knowledge of Excel
Strong communication skills in English

Prosimy o dopisanie następującej klauzuli „Wyrażam zgodę na przetwarzanie moich danych osobowych zawartych w ofercie dla potrzeb procesu rekrutacji zgodnie z Ustawą o ochronie danych osobowych z dnia 29.08.1997r., Dz. U. Nr 101, poz. 926 ze zm.” Numer w rejestrze agencji zatrudnienia: 361 hays.pl