American Express Global Business Travel Meetings and Events Sourcing/Meeting Manager in Topeka, Kansas
Amex GBT is a place where colleagues find inspiration in travel as a force for good and – through their work – can make an impact on our industry. We’re here to help our colleagues achieve success and offer an inclusive and collaborative culture where your voice is valued.
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WHAT YOU WILL DO:
Function as the primary client liaison and lead for assigned programs. Negotiate critical program components based on knowledge of client requirements from initial request through contract completion and turnover; this includes recommending supplier and destinations options and solutions. Proactively negotiate price and contract, and build reasonable preliminary budgets. Connect with Procurement Team and suppliers on a timely basis, information relative to travel program operations. Follow standard operating procedures for all sourcing activity. Negotiate and contract between 100 - 200 programs worldwide on an annual basis, however, the scope of this position is dependent upon assigned account/programs and may vary from client-to-client. Perform other duties as required. Reports to Team Leader. Working relationship with clients and third-party suppliers.
Review meeting request and conducts meeting qualification call with client.
Develop and implement program and profit/negotiation strategy to achieve the best price and/or improvement consideration with suppliers, supporting the specific needs of the client.
Apply knowledge of domestic and international destinations to recommend appropriate sites. Maintain knowledge of new destination options, value-priced destination options and promotional offerings.
Gather all the information vital to accurately source and place an event on behalf of a client, including standard availability grids from designated technology tool.
Initiate RFP process to secure appropriate room blocks, logistical event needs, and pricing from hotels and other suppliers.
Qualify proposals to resolve if appropriate and competitive.
Negotiate and confirm critical program components with supplier(s) and team, applying basic terms and conditions, and/or modifying pre-existing master policies to meet individual client requirements.
Meet client deadline providing availability grid based on client standards, and review with client and team.
Track supplier option dates and follows-up with team members and suppliers of program status.
Review all supplier contracts prior to finalization, ensure both program specific and generic terms and conditions are accurate and legally protective of both American Express M&E and the client, including attrition dates, cancellation policies, etc. Use appropriate authorization and addendum form to ensure consistency and accuracy.
Conduct final negotiations with selected suppliers for the best possible pricing and concessions to meet savings and spend expectations.
Provide supplier with all appropriate documentation at sale notification including itinerary, supplier contracts, etc.
Build meeting records in the designated meeting management system and complete all internal documentation for the program prior to turnover.
May participate in program re-negotiations or cancellation negotiations, as required.
Achieve appropriate benchmarking metrics as per client or company requirement
Advise Meeting Management Team and customer of initial deposit requirement and secure payment.
Responsible for accurate program forecasting and updating business management systems with accurate financial and estimated budget and cost savings information as needed.
Maintain tracking information of all tentative, sold, and canceled programs in business program management system.
Maintain accurate records, system input, and complete file management as outlined in American Express M&E and client policies and procedures.
Work closely with client to ensure program objectives are addressed, maintain open line of communication with client to ensure understanding of expectations and client satisfaction.
Maintain open and ongoing communication with team regarding supplier utilization, key negotiations, performance and outstanding programming ideas.
Partner with third party suppliers to understand and negotiate their services as needed.
May be requested to run VIP negotiations.
Work on special projects as assigned by the Operations Manager.
Keep abreast of industry standards and trends related to responsibilities.
Develop and maintain key client and supplier relationships
Develop and maintain knowledge of technology and/or software solutions
Prioritize multiple projects/demands effectively
May require travel to destinations worldwide, in support of client site inspections.
WHAT WE ARE LOOKING FOR:
Minimum of 5 years’ experience in project, event or meeting management, at least 2 of which are in procurement required
4-year degree preferred
CMP designation preferred
Experience in hotel buying required
Proven negotiation skills
Knowledge of international and domestic hotels and destinations required
Knowledge of travel supplier operations, overall capabilities/range of services
Program management system experience preferred, especially with an online sourcing tool
Understanding of and ability to effect win/win solutions
Operations experience in hospitality industry or equivalent a plus
Prior successful experience in developing and maintaining key client and supplier relationships
Prior experience in effectively prioritizing multiple projects/demands
Solid understanding of program/event management and budget maintenance
Proven skills for technology and/or software solutions and analytical skills required.
Ability to travel by airplane, boat, rail and/or car.
Exhibit great written and oral communication skills
Ability to quickly change directions and adjust to client needs
Located on the East Coast is highly preferred.
MS EXCEL - INTERMEDIATE – Required
MS OUTLOOK – ADVANCED – Required
MS POWERPOINT - INTERMEDIATE – Required
MS WORD - INTERMEDIATE – Required
WINDOWS - INTERMEDIATE - Required
CVENT - Required
United States - Virtual Location
The US national annual base salary range for this position is from $46,000 to $93,000. The national range provided includes the base salary that GBT expects to pay for the role. Actual base salary will be based on factors including the scope and complexity of the role and the successful candidate’s relevant experience, skills, knowledge, and work location.
In addition to base salary, this role is eligible for an annual Performance Based Incentive, which rewards participants based on company performance. For information about our comprehensive US benefits programs and eligibility, please review our Benefits-at-a-Glance document.
Benefits at a glance (https://explorer.amexglobalbusinesstravel.com/rs/346-POJ-129/images/GBT_2023BenefitsAtAGlance_Without_Rates_Final.pdf)
The #TeamGBT Experience
Work and life: Find your happy medium at Amex GBT.
Flexible benefits are tailored to each country and start the day you do. These include health and welfare insurance plans, retirement programs, parental leave, adoption assistance, and more.
Travel perks: get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals.
Develop the skills you want when the time is right for you, with global tuition assistance, access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.
We strive to champion Diversity, Equity, and Inclusion in every aspect of our business at GBT. You can connect with colleagues through our global Inclusion Groups, centered around common identities or initiatives, to discuss challenges, obstacles, achievements, and drive company awareness and action.
Wellbeing resources to support mental and emotional health for you and your immediate family.
And much more!
All qualified applicants will receive equal consideration for employment without regard to age, gender identity (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, race, color, religion, creed, national origin, disability, veteran status, citizenship or marital status. It is our policy to maintain an equal-opportunity environment free from intimidation, harassment or bias for our candidates, colleagues, clients and suppliers.
We are committed to providing reasonable accommodation to individuals with disabilities. Please, let your recruiter know if you need an accommodation at any point during the hiring process. For more details, please consult GBT Recruitment Privacy Statement (https://www.amexglobalbusinesstravel.com/gbt-recruitment-privacy-statement/) .
What if I don’t meet every requirement? If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about “checking every box;" please apply anyway. You may be exactly the person we’re looking for!
Click Here to Learn More (https://www.amexglobalbusinesstravel.com/careers/)