Project Manager

1 month ago

København, Denmark Carlson Wagonlit Travel (Hauptsitz Deutschland) CWT Beheermaatschappij B.V. Deutschland Full time

Job Description - Project Manager (Planner) Meeting & Events (240000EK)

Purpose of the role:

The Meeting & Event Project Manager role is responsible for low & mid complexity meeting or event planning and project management delivery for live, virtual and hybrid projects, from conception through to completion.

The Meeting & Event Project Manager will manage all aspects of planning internal and external projects both domestically and internationally, ensuring meetings are implemented according to the timeline, budget, and client expectations. High touch and outstanding customer service are required with ultimate accountability taking the lead or supporting role on all program delivery elements utilizing standard processes and procedures to achieve client satisfaction.

Cross collaboration is required with our teams in multifunctional areas within the business in addition to strong alignment globally with teams and process.

The role of the Meeting & Event Project Manager will be 100% working on their own projects.

Main responsibilities:

  • Manage services provided for domestic and international destinations which include but are not limited to DMC sourcing, venue sourcing, contract negotiation, activities development, food and beverage management, ground transportation coordination, onsite support, project plan development, budget management and savings tracking, client call coordination, web conference management, virtual meeting project plans, attendee management, and post-event reporting.
  • Lead as required on session management, site inspection development and delivery, development of conference agendas, management of production and virtual event vendors, provide and deliver on the administration of mobile apps, onsite crisis management coordination, and coordination of translations if needed.
  • Collaborate with web developers in the creation and review of attendee registration websites.
  • Collaborate with group travel teams to ensure aligned and timely delivery of group travel services in alignment with project plan and internal roles and responsibilities.
  • Ownership and communication of timeline, budget/pro-forma, and reporting.
  • Financial accountability for programs including adherence to deposit terms, project estimates and billing guidelines.
  • Submit all required information to reconciliation team to support timely billing, supplier payments and client payments.
  • Ensure accurate updated event information is always maintained within CWT or client meetings technology.
  • Understand and adhere to established client and CWT defined SLAs.
  • Support with RFP and proposal requirements and presentations to clients if required.
  • Complete time tracking as requested by management.
  • Ensure compliance with insurance, legal, health and safety obligations as well as internal procedures.
  • Plan meetings/events with meticulous attention to detail, ensuring that all runs smoothly during the event. Proactively escalate potential client or program issues to management for timely resolution.
  • Be an ambassador for the CWT Meetings & Events brand able to enhance and uphold our reputation in the industry.
  • Flexibility with International and Domestic travel for internal and external meetings and events as and when required.

Qualifications

Knowledge, Skills, and attributes:

  • Strong understanding of budgets, critical time paths (CTP), contracting processes and procedures, event logistics management, creative event design, crisis management coordination, event agenda creation and management, and virtual meeting design and delivery.
  • Strong knowledge of hotels, venues, ground suppliers, AV and production suppliers, food and beverage requirements and associated terminology.
  • Ability to develop and maintain a budget.
  • Strong verbal, written and presentation skills.
  • Computer proficiency in Microsoft office suite and ability to adapt to new technologies when required.
  • Strong multi-tasker who works well under pressure.
  • Proven skills in negotiation and financial acumen preferred.
  • Ability to remain calm and composed under stressful situations.
  • Good strategic meetings management knowledge.
  • Tech Savvy.

Performance Measures:

  • Achievement of pre agreed SLA’s, Global Standards, KPI’s, and yearly objectives.
  • Proven experience and feedback in customer satisfaction.
  • Good working relationships with colleagues and team and being a team player.
  • To attend regular 121 meetings with line manager to assess progress of the objectives set.
  • Review and complete Quality Control checks across projects regularly.
  • Financial targets contributed to and achieved.

Education & Experience:

  • University degree or equivalent experience.
  • 2+ years of meeting planning and project management experience.
  • Amadeus knowledge is a must.
  • Good understanding, experience, and knowledge of Virtual and Hybrid projects with platform capabilities and project planning.
  • Good understanding, experience, and knowledge of AV/Production.
  • IT literate with experience of database tools.
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