Job Description

Job Description

Job Description

KEY ROLE EXPECTATIONS

The Corporate Events Proposal Coordinator is a key player in driving our company's sales success by leading the client proposal process. You'll be an essential part of our motivated sales team, ensuring a seamless journey from first conversations to contract signing.

Your primary responsibility? Crafting creative, precise proposals that deliver tailored incentive trip packages guaranteed to "wow" our clients. If you're meticulously detail-oriented (the kind of person who triple-checks everything for accuracy), enjoy creative writing (especially for engaging and thoughtful email communication), passionate about helping companies achieve their goals through unforgettable team experiences, and skilled at blending creativity with organization, this role is perfect for you.

Beyond proposal creation, you'll collaborate closely with our global hospitality partners, clients, and prospects to ensure a flawless sales experience. You will help facilitate relationships that support our mission to create unforgettable incentive travel experiences, while keeping every aspect of the process running smoothly.

KEY ROLE RESPONSIBILITIES

• Lead Event Proposal Creation:
  • Research ideal options for incentive trips, corporate retreats, and executive meetings based on client preferences.
  • Build and send Requests for Proposals (RFPs) to event partners (such as hotels, destinations, tour companies, and tourism boards) to gather necessary details and budget
  • Lead communication with partners to gather all essential details, such as availability, pricing, and unique offerings, to build comprehensive proposals.
  • Compile partner responses to create accurate event budget
  • Develop compelling, client-facing sales proposals using branded templates, ensuring all details are comprehensive, and polished.
• Collaborate with Internal Teams:
  • Work closely with internal teams, including sales, event planning, graphic design, and finance, to ensure proposal budgets are meticulously crafted, accurate, and aligned with both client expectations and company goals.
  • Coordinate the smooth transition of signed clients, from the sales process to our planning
• Contract Preparation:
  • Collaborate with partners to negotiate favorable terms and competitive rates for contracts, focusing on achieving cost savings and securing complimentary services that add value for our clients.
  • Use templates to prepare client contracts, customizing them with specific event details to ensure clarity and accuracy, making the process straightforward and efficient.
• Client Relationship Management:
  • Maintain proactive and regular communication with clients to gather event requirements, address inquiries, and refine proposals to meet client needs.
  • Organize and manage meetings with clients and prospects, ensuring smooth communication and schedule alignment.
• Creative Gifting Initiatives:
  • Manage personalized gifting for clients and partners to create memorable experiences that strengthen relationships.
• Sales Trip Planning Support:
  • Assist in organizing trip details for sales-related trips and site inspections, and creating personalized itineraries for the clients and/or sales leaders attending these trips.
• Proposal Reporting & Record Keeping:
  • Support sales leadership by assisting with the creation and maintenance of proposal sales
  • Manage weekly proposal pipeline
  • Maintain organized records of all RFPs, proposals, and client
  • Proactively keep client and account information in the company database accurate and up to date.
• Process Improvement:
  • Continuously improve the proposal process by integrating feedback, researching industry best practices, and identifying ways to streamline and enhance efficiency.

KEY ROLE REQUIREMENTS

The ideal Corporate Events Proposal Coordinator will have:

• Experience : At least 2 years of event and hotel venue sourcing, hotel sales, and/or hospitality experience; high Microsoft Office (especially Excel) proficiency, and strong knowledge of venue sourcing software, Cvent.
• Excellent Communication : Clear, concise, and professional written communication with accurate spelling and grammar; strong active listening skills; asks questions to better understand; organizes and presents information according to recipients' needs; proactive and consistent.
• High Work Standards : Close attention to detail; triple checks work for accuracy; highly organized; goes above and beyond to deliver 100% client satisfaction; has high quality
• Problem Solving & Adaptability : Finds creative solutions; explores multiple options to solve a challenge or meet a need; is flexible; can find information and solutions with little direction; stays focused on goals while willingly adapting to changing priorities.
• Strong Networking & Relationship-Building Skills : Commitment to providing the highest-level of customer service; ability to identify and understand client needs and priorities.
• Strong Project Management Skills : Plans strategically; prioritizes and organizes a multitude of tasks to achieve objectives and meet deadlines, even in the face of obstacles; keeps others on track; determines and finds resources needed.
• Initiative & Motivation : Self-motivated; highly responsive with excellent follow-through and follow-up; anticipates needs of clients and potential clients; does not need reminders to get things done; can nudge others to keep them on task; suggests areas of improvement or innovation and implements solutions.
• Required : Authorization to work in the United

BENEFITS OF THE ROLE

• Comprehensive Paid Leave Program : Begin with 25 days of paid time off per year, including 15 vacation days, 7 paid holidays, 2 volunteer days, and a day off for your birthday.
• Global Travel & Professional Development : Opportunities to travel and grow professionally within the global event industry.
• Medical Insurance Coverage : 65% employer-paid and 35% employee-paid premiums on our group plan (employee is responsible for dependent premiums).
• Employee Assistance Program : Access to counseling and support services for personal and professional well-being.
• 100% Employer-Paid Group Term Life Insurance
• 100% Employer-Paid Short-Term Disability Coverage
• Paid Parental Leave : 3 months at 100% pay for birthing parents; 6 weeks at 100% pay for non- birthing and adoptive parents (eligibility after one year of employment).
• Social Impact & Sustainability Participation : Join initiatives that make a positive difference and contribute to sustainability.
• IATA Membership Benefits : Access exclusive discounts for personal travel through our membership with the International Air Transport Association (IATA).
• Performance-Based Bonus Potential : Reward opportunities based on individual and team

APPLY FOR THE ROLE

We invite you to submit your resume and respond to this prompt:

Please describe a situation in your personal and professional life where you have lived up to our core value, "Give the World."

*Only applicants who provide a response to this prompt will be considered for first-round phone interviews.

ABOUT ACHIEVE INCENTIVES & MEETINGS

Achieve Incentives & Meetings designs motivational and meaningful events.

We believe that shared experiences are the most powerful way to celebrate, connect, and strengthen teams and professional relationships. Together with our clients and partners, we carefully curate meetings and travel incentive programs around the globe. It is through this work that we achieve the extraordinary: we create more connected workplaces and communities that thrive.

Our team of event and travel specialists have spent over 70 years orchestrating powerful experiences for our clients and their most valued stakeholders. We know our team members are the foundation of our success, and we are intentional about creating a culture that is rooted in respect, collaboration, and appreciation.

Our Values

Our four core values are our guiding principles for how we handle situations, make decisions, and treat one another, our clients, and our partners:

Give the World

We look to everyone to use their unique talents to showcase our excellence in service and hospitality. We don't just meet expectations, we exceed them. We remember the small things because they matter in a big way.

Travel the High Road

We demonstrate integrity in all that we do. We always take responsibility for our performance and are accountable for our actions and decisions. We make the right decisions, not the easy ones.

Weather the Storms Together

We collaborate and communicate openly in the good times and the hard times. We are prepared and seek to solve problems before they arrive, and we build up our teammates and support them.

Find Joy in the Journey

We all have a part to play in making our workplace one that values fun, humor, and happiness. We bring passion and a positive attitude to our work, and we celebrate each other and our joint wins.

When we dedicate ourselves to living and breathing these core values, we ACHIEVE.

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