Hotel Site Selection Coordinator

Smithbucklin; Chicago (IL); Híbrido; USD 65.000 - 70.000; Jornada completa

Descripción de la vacante

Smithbucklin, a 650-person, employee-owned professional services company, seeks a Hotel Site Selection Coordinator in the Chicago office as part of the Event Services team. You will work with Sourcing Managers and Directors to support site selection and contract negotiations for client events, handling small event room contracts and related admin tasks.

The role emphasizes negotiation, data integrity in CVENT, and cross-team collaboration.

Formación

• 3+ years of experience in project, event or meeting management; at least 1 in sourcing/purchasing.
• Proven negotiation skills and experience in developing and maintaining key partner relationships.
• Strong communication, responsibility, initiative and professionalism.
• Ability to handle fluctuations in workload and multitask to meet deadlines.
• Technology aptitude with experience in CVENT preferred; proficient with MS Office suite.

Responsabilidades

• Create RFPs to secure room blocks, logistics needs and pricing from hotels/centers.
• Review proposals and negotiate prices/concessions with partners.
• Create PowerPoint presentations with recommendations for stakeholders.
• Draft hotel contracts and contract liability summaries.
• Communicate with client teams and suppliers on a timely basis.
• Follow internal SOPs for all sourcing activity.
• Data entry of contracted details and negotiated savings in CVENT and other databases.

Conocimientos

Negotiation

Event management

Sourcing

Data entry

Herramientas

CVENT

Microsoft Office

Descripción del empleo

Smithbucklin, a 650-person, employee-owned professional services company with more than 70 years of success serving the association market, with primary offices in Chicago and Washington, D.C., is looking for a Hotel Site Selection Coordinator to join our Event Services team in our Chicago office.

In this role, you will work together with Sourcing Managers, Conference Leads and Event Directors to support Site Selection and Contract negotiations for all Smithbucklin client events. The Sourcing Coordinator assists our team with administrative tasks through the sourcing process and is responsible for sourcing and contracting for small events and rooms only contracts.

At Smithbucklin, we embody a culture driven by optimism, ambition, expertise, and thoughtfulness, where every team member is empowered to exceed expectations and deliver exceptional results for our clients. Join us in shaping the future of association management, where our values serve as the cornerstone of our success.

What You Will Do:

• Create Request for Proposals (RFPs) to secure appropriate room blocks, logistical event needs, and pricing from hotels and convention centers
• Review proposals and proactively negotiate prices and concessions with partners
• Create PowerPoint presentations presenting recommendations to stakeholders
• Draft hotel contracts and create contract liability summaries
• Communicate with client teams and suppliers on a timely basis
• Follow internal standard operating procedures for all sourcing activity
• Data entry of contracted details and negotiated savings in CVENT and other databases, ensuring data integrity.

Qualifications:

• 3+ years of experience in project, event or meeting management, at least 1 in sourcing/purchasing role.
• Proven negotiation skills and prior successful experience in developing and maintaining key partner relationships.
• Strong communication skills and a high degree of responsibility, initiative and professionalism
• Ability to handle fluctuations in workload and multitask while meeting project deadlines.
• Proven aptitude for technology and/or software solutions and analytical skills. Experience sourcing in CVENT is preferred.
• Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Where Do You Fit?

Whether you are just beginning your career or are a mid- or senior-level professional, working at Smithbucklin will offer you countless opportunities to develop transferable skills, acquire meaningful knowledge and gain rich experiences at an accelerated pace. By working collaboratively with smart, ambitious, multi-talented, genuine and hardworking colleagues, you will build meaningful, deep and enduring relationships that will serve you well throughout your career, regardless of your chosen path. In addition, as a 100 percent employee-owned company, Smithbucklin offers all of our people - regardless of position or compensation - an equal chance to experience the fulfillment and reap the benefits of ownership. As owners, our employees control the destiny of Smithbucklin and are unified in the goal of building a great, enduring company.

Smithbucklin is a hybrid work environment with in-office days established as Monday, Tuesday, and Thursday. Employees will work a standard 40-hour week, with the possibility of additional hours based on project deadlines.

Smithbucklin considers several factors when determining compensation, including a candidate's recent coursework, training, experience, and certifications, among other considerations. The expected pay for this role is $65,000-$70,000

At Smithbucklin, Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of a reference and background investigation based on position.

Smithbucklin will not sponsor applicants for work visas and as a precondition of employment. You must be authorized to work in the United States permanently.