The Event Housing Coordinator plays a key role in allowing Destination Madison to deliver exceptional client services to meeting and event professionals while driving high levels of satisfaction from visiting event attendees. This role works closely with hotel partners and event planners to facilitate various aspects of event hotel blocks, from the planning phase to post-event evaluations.
This position serves as a member of Destination Madison’s Convention Sales, Sports & Services team, is classified as an hourly, full-time position and reports to an Event Services Manager or higher.
About Us
At Destination Madison, we are people with a passion. A passion for the amazing community. A city of inquisitive minds, inclusive spirits with an independent vibe. We share Madison's story far and wide. And we welcome others to experience our energy. In short, we inspire a love for Madison. Destination Madison is dedicated to creating economic impact through tourism. The effects of Madison’s tourism industry benefit residents in Dane County in key areas including jobs, community services and quality of life. Destination Madison promotes Madison to new and repeat visitors, attract events to the community, and strengthen the local hospitality industry through advocacy and partner support.
_Duties & Responsibilities _
- Coordinate event hotel blocks for a variety of conventions and sports events held in the Madison area
- Communicate with meeting and event planners, along with Event Services Managers and Sales & Sports Teams, to manage housing blocks and maintain data in event housing software
- Review contracts for internally managed event hotel blocks and assist with analyzing hotel inventory throughout the booking process
- Facilitate hotel block booking assistance for guests, including troubleshooting of issues. This includes email and phone support for guest questions.
- Serve as primary point of contact for hotel sales departments
- Serve as primary contact for updating hotel account information in event housing software and CRM database
- Coordinate post-event processes such as collecting pick-up reports, invoicing, tracking event surveys and reporting event outcomes to other departments
- Determine and implement best practices for event hotel blocks, in collaboration with other Services team members
- Prepare documentation, reports and detailed files as needed for successful management of event hotel blocks and client satisfaction
- Support the Sales and Services team on client site visits, including itinerary creation, gifting and other support as needed. Provide excellent service in response to group requests for destination information, venue details, referrals and other non-room night related inquiries.
- Perform other duties as assigned to support the goals and strategic initiatives of Destination Madison
Desired Education and Experience
- Associate’s degree or higher with 1-3 years professional experience in customer-facing roles; or equivalent combination of education, experience and training
- Formal education and/or professional experience in one or more of the following areas preferred: event management, hotel management, tourism, communications, recreation management, convention services or sports services
- Familiarity with Madison area attractions, restaurants, hotels and major events preferred
Required Skills and Abilities
- Takes initiative and responsibility for work, holds self accountable to high standards of detail, quality and accuracy
- Strong organizational, time management and work planning skills – prioritizes commitments in alignment with organizational goals and manages multiple deadlines
- Effective communication skills across a variety of settings, audiences and channels
- Ability to learn through experimentation and willingness to take on challenges of unfamiliar tasks or new assignments
- Familiarity with contact management systems and/or event housing management system (i.e., MeetingMax, PassKey) strongly preferred
- Ability to establish effective working relationships and work collaboratively with internal and external clients
- Proficiency with Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) within a PC based platform
**_Work Environment & Job Specifications _**The work environment and job specifications listed below are representative of those that must be met by an employee, with or without reasonable accommodation, to successfully perform the essential functions of this job.
- Primarily perform work in our downtown Madison office, with flexibility to work remotely based on job duties and current organizational policies
- Work with frequent interruption and sit for long periods of time. Lift and/or move up to 10 pounds and occasionally move up to 25 pounds
- Occasional evening and weekend work required for travel, events and organization functions
- Client visits, events and familiarization tours require moving about the Madison community – including pedestrian travel – to view various facilities and amenities
Compensation & Benefits
The expected pay range for this position is $21.00 to $24.00 per hour, commensurate with experience. A comprehensive benefits package is offered to all full-time team members. More information is available on our Careers page: www.visitmadison.com/jobs.
Destination Madison is an Equal Opportunity/Affirmative Action Employer