Coordinator, Hospitality & Travel Services
9 days ago
Chicago
Job DescriptionDescription: Company Overview Chicago Event Management is more than an event production company, it’s a team motivated to connect the communities we serve through the events we produce. At the core of our organization, we believe in sharing leading practices, using learnings to create unforgettable experiences and building lasting relationships that lead to new ideas and innovation. Since its inception in 1996, CEM has stayed true to this mission and as a result, has become a leader in event production and the endurance sports industry. Job Summary The Hospitality & Travel Services Coordinator is responsible for coordinating and executing hospitality venues and guest programs at company-produced events while managing all aspects of event-related travel for staff, athletes, and key stakeholders. This role supports the overall guest experience through detailed planning, vendor coordination, asset tracking, travel logistics, and cross-departmental collaboration. This is a full-time, hourly, non-exempt role, reporting to the Director, Hospitality & Guest Experiences. The primary work location is the CEM Office in Chicago, Illinois, with occasional work at event sites throughout Chicago. The ideal candidate is an organized, detail-oriented hospitality and travel professional with experience coordinating domestic and international travel, who thrives in a fast-paced environment and delivers a high level of service through strong communication and teamwork. Duties & Responsibilities Hospitality Management • Responsible for tasks set forth by Director, Hospitality & Guest Experiences associated with the hospitality venues and engagements taking place at company-produced events. This includes managing the day-to-day task(s) leading up to events and day-of coordination of the examples listed below:, • Chicago Marathon: Finish Line Lounge, Skyline Hospitality, Premier Runner Program, Start Stage, Employee Volunteer, • Shamrock Shuffle: Buckingham Hospitality, Start Stage, • Chicago 13.1: Boulevard Hospitality, Start Stage, • Coordinate hospitality elements for event hospitality venues, including but not limited to:, • Design and ordering of various print projects, • Venue layouts and equipment, • Décor recommendation, • Food and beverage, sponsor product, • Inclusion of various sponsor activations within facilities, • Recruitment of hospitality staff, • Support Coordinator, Meetings & Events with the execution of event related meetings and events, • Collaborate and coordinate with internal departments, such as Sponsorship, Operations and Workforce Management, on resource procurement, allocation, and management, identifying opportunities to use existing assets and reduce expenses, • Oversee Hospitality Operations and Logistics contractors, • Coordinate travel, transportation, and housing trade inventories to be used for various housing booking and incentives, • Coordinate travel (air, housing, transportation) for all event stakeholders requiring accommodations, including providing confirmations, strategically using available inventories to fulfill needs, • Generate and provide detailed travel itineraries for select individuals, such as invited athletes and high-profile guests, including confirmations and any necessary forms, • Assist with developing and implementing internal and external travel requirements, • Assist with developing and implement travel reimbursement policy and process; coordinate with Workforce Management and Finance/Accounting on process and procedures, • Process expenses associated with booked travel, including following and financial tracking and allocation requirements, • Assist in documenting processes and timelines associated with Hospitality & Travel Services functions, • Identify opportunities for enhancement or efficiency within the Hospitality & Travel Services functions, • $21.00 per hour minimum starting rate, commensurate with qualifications and experience, • Overtime paid at time-and-a-half, with additional hours anticipated around company-produced events, • Medical, dental, vision, life and short-term disability insurances with generous company contribution to medical and dental premiums, • Company paid basic life and long-term disability insurances, • Access to Employee Assistance Program and discount programs, • Optional legal and ID protection insurances, • 401K plan with access to financial advisors, • Hybrid work policy, • Potential for discretionary mid-year and year-end bonuses, • Limited opportunity to attend industry events and professional development conferences, • Event-issued merchandiseRequirements:, • Passion for hospitality services, event production or the endurance sports industry, • Working knowledge of event safety and risk management principles, • High integrity, strong work ethic, and personal accountability, • Ability to manage multiple priorities in a fast-paced, deadline-driven environment, • Proven ability to collaborate effectively across departments and build consensus, • Excellent written and verbal communication skills, • Strong planning, organizational, and follow-up skills, • Strong people, process, and customer service skills, • Exceptional time management and attention to detail, • Excellent analytical and research skills, • Proficiency in Microsoft Office, Adobe Illustrator, InDesign, Photoshop, databases, and related project management tools, • Ability to work nights, weekends, and non-traditional hours as required by event and program schedules, • Bachelor’s degree in hospitality management, business administration, or a related field, • Prior experience in an office setting, including corporate credit card administration, • Demonstrated ability to work both independently and collaboratively in a team environment, • Primary work location: CEM Office in Downtown Chicago., • Opportunity to work remotely up to two days per week as per CEM’s Hybrid Work Policy., • Moderate walking, standing, prolonged sitting, bending, kneeling, and reaching., • Work is performed primarily in an office setting, with occasional work in warehouse spaces or on-site event locations.