Meetings & Incentives Coordinator

Job Description

Position Summary

• Responsible for:
  • Providing support in the Meetings, Incentives and Events (MIE) Department
  • Planning and execution of all details for small groups (less than 10 rooms/night, max of 20 people)
  • Coordination of select internal meetings and events
  • Position to handle approximately 35-40 program per year.

Responsibilities

• Coordinate program registration process through the meeting planning software including but not limited to: 
• May need to complete meeting request forms
• Send RFPs in meeting planning software for other team members (Planners/Managers)
• Registration site creation
• Managing Participant registration
• Database management
• Report distribution
• Create Availability Grid for clients
• Partner with Travel Services team in booking hotel rooms and flights for small groups
• Open Bar Department/Team Updates
• Destination Guides Updates
• Meetings, Incentives & Events (MIE) Policy Reference Manual Updates
• Support Meeting & Incentive Planners and Meeting & Incentive Coordinators with assigned tasks
• Manage ground transportation for requests not related to a meeting or incentive
• Work with local Sales Teams to arrange Constellation Brands product where possible in restaurant/bar accounts as needed to support the meeting/incentive.
• Review and process invoices/bills and reconcile via the Corporate Meeting Card Concur process
• Provide budget recaps for events
• Regularly communicate with outside vendors, including restaurants, hotels and off-site caterers
• Maintain day-to-day supplier relationships in support of all events, including outside vendors
• Work with outside suppliers to ensure they contribute quality and expertise to Constellation
• Conform to Travel policies and Meetings, Incentives & Events standard operating procedures
• Assist with updates to comprehensive production schedule for on-site detailed agenda/schedule of events
• Provide onsite support to events as needed with assigned planner/manager.  Activities included but not limited to; on-site registration, transportation liaison, hotel / venue liaison
• Food & Beverage: Review menus and make suggestions to Meeting Host for menu options within budget, review BEOs for accuracy and obtain signature authorization
• Destination (domestic and international) research
• Manage office supply quantities for on-site supply kits and handle shipping to/from events of supplies as needed.
• Coordinate select internal meeting requests at CBI Offices, to include scheduling, room set up, AV needs, catering, entering names in visitor database, billing processes if required
• Pursue personal development of skills and knowledge necessary for the effective performance of the role
• Fulfillment of responsibilities will be aligned and supportive of the Company's Vision, Mission and Strategic Imperatives.
• All other duties as assigned.

Core Competencies to be Successful

• Functional Skills and Knowledge
• Analytical Skills
• Communication Skills
• Attention to Detail
• Follow Through

Recommended Qualifications

• Hospitality College degree preferred
• 1-2 years’ experience in meetings/hospitality industry
• Meeting planning software experience a plus
• Comprehensive verbal and written communication skills
• Ability to interact successfully with all levels of management
• Experience with management of multiple projects/programs independently
• Travel requirement: approximately 5-10% of time as requested.
• Advanced proficiency in Windows, Excel and Outlook

ADA Physical/Mental/Workplace Requirements

• Occasional lifting up to 25 lbs.
• Sitting, working at desk/personal computer for extended periods of time
• Primary work environment is professional corporate office/hybrid.
• Ability to travel domestically and commercially as requested.

Location

Rochester, New York

Additional Locations

Chicago, Illinois

Job Type

Full time

Job Area

Travel

The salary range for this role is:

$22.74 - $32.06

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting.  Our compensation is based on cost of labor. For remote locations or positions open to multiple locations, the pay range may reflect several US geographic markets, including the lowest geographic market minimum to the highest geographic market maximum. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the salary range will be based on several factors including, but not limited to, the prevailing minimum wage for the location, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs.  At Constellation Brands, it is not typical for an individual to be hired at the high end of the range for their role, and compensation decisions are dependent upon the facts and circumstances of each position and candidate. We offer comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401(k), and any other benefits to eligible employees.

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, or any other form of compensation that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.

Equal Opportunity

Constellation Brands is committed to a continuing program of equal employment opportunity. All persons have equal employment opportunities with Constellation Brands, regardless of their sex, race, color, age, religion, creed, sexual orientation, national origin or citizenship, ancestry, physical or mental disability, medical condition (cancer or genetic characteristics), marital status, gender (including gender identity or gender expression), familial status, military or veteran status, genetic information, pregnancy, childbirth, breastfeeding, or related conditions (or any other group or category within the framework of the applicable discrimination laws and regulations).

Not sure you meet all qualifications? Research shows that women and members of other under-represented groups tend to not apply to jobs when they think they may not meet every qualification, when, in fact, they often do! We are committed to creating a diverse and inclusive environment and strongly encourage you to apply.