Meeting and Events Planner, Level 2

Unclassified - Waller, TX

Full-time - Entry Level

Waller, TX

About the position

As a Meeting and Events Planner at Daikin Comfort Technologies, you will be responsible for coordinating all aspects of assigned meetings, factory tours, and showroom visits. This role requires you to schedule and manage pre-planning meetings with the project team, ensuring that all information is coordinated and disseminated appropriately. You will set agendas and schedules for on-site meetings and tours, and communicate meeting details to all levels of the events team management. Your responsibilities will also include formulating Requests for Proposals (RFPs) to source vendors and meeting locations for the annual calendar needs. You will manage the online registration system, including its functions and system reports, and coordinate logistics planning. This encompasses agenda and program development, food and beverage menu selections, air and ground transportation arrangements, registration and housing processes, and audiovisual/technical needs. On-site management of meetings and events will be a key part of your role, where you will oversee customers and vendors, troubleshoot and solve onsite problems seamlessly, and implement contingency plans as needed. You will track meeting and event expenses to ensure they stay within or below budget, monitor attendance, registration, hotel history, and attendee satisfaction, and maintain and produce meeting reports. Additionally, you will complete post-event tasks, including reconciliation of expenses, evaluation of events, and reporting on meeting results. Developing and managing vendor relationships and contracts will also be part of your responsibilities, along with performing additional projects and duties to support ongoing business needs.

Responsibilities

• Coordinate all aspects of assigned Daikin meetings, factory tours, and showroom visits.
• Schedule and manage pre-planning meetings with the project team; coordinate all information for meetings and events and disseminate appropriately.
• Set agendas/schedules for on-site meetings and tours.
• Communicate meeting details to all levels of the events team management.
• Formulate RFPs to source vendors and meeting locations for annual calendar needs.
• Manage the online registration system, its functions, and system reports.
• Coordinate logistics planning including agenda/program development, food and beverage menu selections, air and ground transportation arrangements, registration and housing processes, and audiovisual/technical needs.
• Provide onsite management of meetings and events to include oversight of customers and vendors.
• Troubleshoot and solve onsite problems seamlessly, implement contingency plans as needed onsite.
• Track meeting and event expenses and stay within or below budget.
• Track attendance, registration, hotel history, and attendee satisfaction.
• Maintain and produce meeting reports.
• Complete post-event tasks including reconciliation of expenses, evaluation of event, and report on meeting results.
• Develop and manage vendor relationships and contracts.
• Perform additional projects/duties to support ongoing business needs.

Requirements

• 3 - 6 years of experience in event planning or related field.
• High School diploma or GED equivalency; Bachelor's degree preferred or equivalent experience.
• Excellent customer service skills.
• Excellent verbal and written communication skills including listening and questioning skills.
• Effective organizational and time management skills with ability to prioritize and complete projects on time.
• Strong team player, results-oriented, dedicated to excellence, and sense of urgency to achieve business objectives.
• Ability to use good judgment and strong work ethics and integrity on the job.
• Attention to detail and high level of accuracy including problem-solving and analytical skills.
• Project and Change management skills.
• Ability to follow standardized operating procedures and direction.
• Ability to adjust to operational needs as they arise.
• Ability to work under pressure and able to make sound decisions.
• Strong computer experience - MS Office - Outlook, Word, PowerPoint, and Excel.
• Knowledge of marketing and event disciplines and meeting industry contracting standards and practices.
• Organizational awareness and knowledge of corporate standards and procedures.
• Vendor management skills.
• Budgeting skills.

Nice-to-haves

• Cvent experience a plus.