Part-Time Conference & Event Coordinator — Onsite

WM001 William & Mary; United States; Presencial; USD 23.000 - 32.000; A tiempo parcial

Ventajas ofrecidas por este puesto de trabajo

Educational assistance

Professional development opportunities

On-campus fitness facilities

Holiday schedule

Descripción de la vacante

William & Mary is seeking a part-time Conference & Event Coordinator (Hourly) to oversee onsite logistics for events, including housing, facilities, catering, and registration. The role supports clients with budgets, coordinates staff, and handles invoicing and reporting while ensuring accurate financial records.

This non-exempt, wage-continuing position requires strong customer service, detail orientation, and the ability to manage multiple tasks; overtime may apply during peak periods, with a

Formación

• High-school Diploma or equivalent.
• Event coordination experience including logistical details such as housing, meeting space, transportation, catering, etc.
• Experience in a customer service role in a professional office environment.
• Working knowledge of general office practices, with familiarity with general office equipment (e.g Phone, scanner, printer).
• Familiarity with general accounting, billing and/or fiscal procedures and processes, with strong mathematical computation skills and the ability to analyze and review data for use in strategic planning and data driven decision making.
• Strong computer skills and proficiency in a variety of software applications to include Adobe Acrobat, DocuSign, Zoom, MS Office (specifically Outlook calendar, Word and Excel) and web-based applications and databases.
• Demonstrates excellent oral, written, and customer service skills.
• Demonstrates extreme attention to detail, commitment to teamwork with the ability to work independently and exercise sound judgment and taking an appropriate level of initiative.
• Strong organizational skills with the proven ability to manage multiple and competing priorities within specific deadlines.

Responsabilidades

• Logistical & onsite coordination of conferences and events to include housing, meeting facilities, a/v, catering, dining hall reservations, transportation, registration, parking, rec space, vendor rentals, etc.
• Provide clients with budget estimates for their events.
• Participate in summer student staff recruitment and staff training.
• Provide information necessary for creating seasonal staff goal sheets & lead seasonal staff.
• Provide helpful customer service (Answer phones, respond to departmental emails and mail).
• Assist in maintaining inventory of supplies. Serve as a purchasing resource for client vendor needs.
• Performs data entry for events files. Generates reports and distributes appropriately to facilitate conference planning across campus.
• Manage registration for assigned groups ensuring timely and accurate reporting for clients.
• Prepare and send invoices. Post payments received, send confirmations, modify registration records to reflect status changes. Maintain detailed notes regarding transactions and updates for billing purposes, follow-up on unpaid accounts.
• Generates name badges.
• Prepares timely final invoices and reports for conference groups, ensuring reports are in balance with revenues received and expenses paid.
• Assist groups at start of each reservation and as needed throughout the event. Close out upon group departure.
• Prepare for group arrival by checking residence halls and meeting space to ensure spaces are ready.

Conocimientos

Customer service

Communication

Office software

Data entry

Budget estimates

Event coordination

Educación

Bachelor's degree or equivalent

Herramientas

Adobe Acrobat

DocuSign

Zoom

MS Office (Outlook, Word, Excel)

Descripción del empleo

William & Mary is seeking a part-time Conference & Event Coordinator (Hourly) to oversee onsite logistics for events, including housing, facilities, catering, and registration. The role supports clients with budgets, coordinates staff, and handles invoicing and reporting while ensuring accurate financial records.

This non-exempt, wage-continuing position requires strong customer service, detail orientation, and the ability to manage multiple tasks; overtime may apply during peak periods, with a