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Meetings and Events Project Manager At Egencia

Location: Mississauga, Ontario

Job Description

Egencia

Egencia, and Expedia Group Company, makes business travel better. Combining technology and service, we build a seamless experience, where companies have access to a user-friendly interface, extensive travel options, and 24/7 global support. Join our mission and help us take the next steps in transforming the world of business travel.

Who You Are:

  • You have a minimum 5-8 years meetings and events experience including end to end program delivery
  • Your event/meeting experience should include sourcing, contracting, contract negotiation, meeting planning, reconciliation and budget management
  • You have demonstrated commitment to providing extraordinary customer service
  • You are experienced working with meetings registration tools
  • You have excellent time management skills with ability to handle tight timelines and multi-task in a fast paced environment
  • You are able to balance client needs with Egencia Meetings & Events goals and objectives
  • You are able to collaborate and complete tasks and projects in a team-focused environment
  • You have experience in program management (Project management certificate preferred)
  • If you have a working proficiency in another language, that is an asset
  • You have schedule flexibility –ability to work across multiple time zones and willing to travel on programs
  • Client facing experience required

What You’ll Do:

CLIENT MANAGEMENT

  • Run low to medium complexity programs by identifying and delivering against client program goals
  • Provide a consultative approach to program planning and figure out steps to ensure objectives are achieved
  • Facilitating the operational delivery to plan, implement and track successful client programs
  • Find opportunities for additional revenue growth with clients within the program
  • Keeping clients up to date on program spend so that the end result matches their expectation
  • Advising client on creative concepts and program design
  • Debrief with client on lessons learned

Program management

  • Execution of all program aspects including sourcing, logistics, attendee management, budget management, post program reconciliation and onsite execution (where applicable)
  • Work with product development to integrate recommendations on program based on group history and/or destination knowledge and experience
  • Monitor hotel block and release/add rooms as required
  • Plan, handle and control client, project, and supplier contract & payment schedules
  • Maintain project plan, meeting minutes, and any other related documentation
  • Recommend resolutions to issues and conflicts arising out of the project and dependencies to ensure the project timelines are met
  • Hold project team members accountable with timelines, tasks, risks, and issues
  • Create work change orders for scope changes; ensure client signoff
  • Creates risk management plans (should weather, or other risk issues) prior to program operation
  • Facilitate the creative direction and fulfillment of gifts, host communication materials, onsite materials and other participant/program materials
  • Ability to create and update budgets as necessary during planning and prepare the final reconciliation; communicate to the client of changes throughout the life of the program
  • Enter and update meeting information in meeting management technology including budget information, cost savings, final attendee registration and budget reconciliation
  • Reconcile program and supplier bills in accordance with program execution and in line with audit and client standards
  • Manage timely vendor contracts, and client paid deposit requirements working with operational finance as needed
  • Time tracks against tasks and programs

Sourcing

  • Sources hotels, DMCs and other suppliers using technology tools where applicable
  • Negotiates on all aspects of program including third party suppliers (eg hotel/venue terms and conditions) on behalf of the client
  • Coordinate onsite staff hiring and leads logistical onsite handover documents
  • Tracks and communicates a summary of all negotiated savings achieved for the program life
  • Facilitates contracts between suppliers and the customer, ensuring the client has full awareness of any specific cancellation and attrition contractual commitments
  • Arranges site visit for clients on demand
  • Works with convention bureaus and DMC’s to research venues and destinations
  • Collects and records final pick up information; advises client on potential room block sourcing to mitigate attrition and maximize pick up
  • Invoice hotels for commission as required
  • Documents cost savings, cost avoidance and lost savings from suppliers
  • Adheres to client’s company policies, and preferred supplier agreements

Why Join Us

Expedia Group recognizes our success is dependent on the success of our people. We are the world's travel platform, made up of the most knowledgeable, passionate, and creative people in our business. Our brands recognize the power of travel to break down barriers and make people's lives better – that responsibility inspires us to be the place where exceptional people want to do their best work, and to provide them the tools to do so.

Whether you're applying to work in engineering or customer support, marketing or lodging supply, at Expedia Group we act as one team, working towards a common goal; to bring the world within reach. We relentlessly strive for better, but not at the cost of the customer. We act with humility and optimism, respecting ideas big and small. We value diversity and voices of all volumes. We are a global organization but keep our feet on the ground, so we can act fast and stay simple. Our teams also have the chance to give back on a local level and make a difference through our corporate social responsibility program, Expedia Cares.

If you have a hunger to make a difference with one of the most loved consumer brands in the world and to work in the dynamic travel industry, this is the job for you.

Our family of travel brands includes: Brand Expedia®, Hotels.com®, Expedia® Partner Solutions, Egencia®, trivago®, HomeAway®, Orbitz®, Travelocity®, Wotif®, lastminute.com.au®, ebookers®, CheapTickets®, Hotwire®, Classic Vacations®, Expedia® Media Solutions, CarRentals.com™, Expedia Local Expert®, Expedia® CruiseShipCenters®, SilverRail Technologies, Inc., ALICE and Traveldoo®.

  • LI-LW1

Expedia is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This employer participates in E-Verify. The employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's I-9 to confirm work authorization.