Events Coordinator

HARDI

HARDI is predominantly a North American trade association with international members representing wholesale distributors of heating, ventilation, air-conditioning, and refrigeration equipment and supplies. With a membership of over 1,000 distributors, manufacturers, marketing groups, and service vendors, HARDI is a diverse organization that exists to promote and strengthen the HVACR wholesale distribution channel.

Essential Job Responsibilities:

Assist Networking & Conferences Manager with various meeting planning aspects such as site selection, F&B, contract negotiations, guarantees, budgeting, billing, etc.
Attendee Management using Fonteva (AMS)
Manage emails from meeting attendees regarding questions about the meeting, travel, registration, or changes to registration
Send invitations and other communications
Follow up with invitees who have not registered
Manage hotel rooming lists (staff/speakers/VIPs) including changes to reservations, additions and accuracy of lists
Ensure accuracy of online registration data by pulling standard and custom reports
Field calls from attendees and vendors
Following training period, may be responsible for small meetings planning to include site selection, contract negotiations, menu selection and budgeting.
Ability to travel as appropriate

General Responsibilities

Venue research and data compilation
Name badges/Tent cards
Registration lists/Rooming lists
Pack and arrange shipment of conference materials
Assist with a variety of cross-functional tasks including all aspects of the meeting registration process, support meeting manager and coordinate production aspects of events
Report generation
Some data entry
Help optimize the use of technology to manage the planning of event, and the attendee event experience
Provide on-site coverage of events where appropriate

Skills:

Customer service oriented
Strong oral and written communication skills
Ability to deal with all levels, including senior management
Highly organized, strong analytical skills and ability to problem solve
Meeting planning industry knowledge and/or prior registration management experience a plus.

Please send cover letter and resume to the attention of emantel@hardinet.org

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