The Booking Specialist is responsible for establishing a high-level of hospitality and coordinating a variety of aspects for corporate and executive events.

 

Now, if you were to come on board as a Booking Specialist, we’d ask you to do the following for us:

 

• Book and confirm events in a third-party booking tool.
• Collaborate with clients to understand their needs and vision, offering expertise during planning meetings.
• Create, detail, and manage Event Summaries and Banquet Event Orders (BEOs) for all assigned events.
• Host client touch point meetings to confirm and finalize their event details
• Send security access details for all event attendees.
• Conduct walkthroughs with clients to finalize details and expectations.
• Provide quotes for standard events and assist clients in realistic budgeting.
• Order special or allergen-specific meals and coordinate with catering teams.
• Request and confirm quotes for standard external catering when required.
• Place catering orders for office catering and internal events.
• Create, detail and distribute event briefs for all learnings and assigned events.
• Greet event organizers upon their arrival and ensure all requirements are in place.
• Hand off organizers to the designated floor ambassador upon arrival.
• Remain available to floor ambassadors to address any last-minute updates or changes to BEOs.
• Build and maintain strong relationships with event organizers, anticipating their needs and accommodating requests whenever possible.
• Act as the primary point of contact for clients during event planning.
• Maintain accurate records of event details, budgets, and invoices.
• Coordinate with internal teams and external vendors to ensure all logistical requirements are met.
• Continuously update and refine event processes to improve efficiency and client satisfaction.

 

Think you have what it takes to be our Booking Specialist? We’re committed to hiring the best talent for the role. Here’s how we’ll know you are the best fit:

• You have 2+ years of experience in customer service or hospitality environments, 
• You regularly show initiative and drive, as a self-starter you’re confident in your ability to get the job done.
• You have an excellent track record in fast paced, deadline driven, high-volume and live production environments.
• You have strong technological abilities including Excel and expertise in the MS Office Suite, and the ability to adapt to learn a wide range of databases/CRM systems and web/virtual event platforms.
• You build strong business relationships with stakeholders, vendors, staff, and team members; you’ve got a strong ability to negotiate and resolve issues smoothly and effectively.