Naylor Association Solutions

  • Client Services Coordinator - Events (Entry Level)

    Job Location US-VA-Tysons Corner
    Type
    Regular Full-Time
  • Overview

    The Client Services Coordinator provides on-going administrative and logistical support to the sales and operational functions of the company, as well as coordinates and implements follow-up services to satisfy contractual obligation to exhibitors and attendees. This position strives to ensure the integrity of team and corporate performance to achieve quality and excellence in all NaylorCMG products and services.

     

    This position is responsible for assisting with operations and logistics for exhibitors; assisting on sales and marketing correspondence; distribution of official show information and documentation; status report generation; procedure development, and serving on-site as assigned by supervisor, and responding to exhibitor inquiries.

    Responsibilities

    • Responds to exhibitor inquiries regarding informational requests including: operations, logistics, and registration & housing.
    • Maintains accurate records and generates correspondence for exhibitors and attendees, including maintaining all active exhibitor hard copy files and registration reference data and generating sales reports
    • Assists in administering the exhibitor priority period sales processand maintaining of floor plans for assigned shows, keeping accurate records of all space assignments and booth sizes
    • Processes exhibit space applications and contracts including the preparation of acknowledgment letters, confirmations, invoices, and dunning notices
    • Maintains all exhibitor financial records to include deposits; process refund requests; and reconcile financial records with client accounting department
    • Generates and distributes status reports for weekly client updates of exhibit sales, registrations & social tickets processed, and as requested by supervisor
    • Allocates and distributes exhibitor complimentary registration forms,track redemption, and serve as liaison with registration & housing vendor regarding exhibitors & special requests
    • Interacts withgeneral contractors and other vendors or subcontractors regarding exhibitor lists, records, space assignments, special requirements, etc.
    • Prepares on-site materials and shipments including "Books-Of-Knowledge" and management office supplies
    • Verifies and generates exhibitor directory listings
    • Contributes to the content development of exhibitor and/or attendee bulletins and newsletters
    • Assists with special projects as assigned by department manager and/or supervisor

    Qualifications

    • Four year college degree in related field preferred; however related experience will be considered in lieu of degree.
    • Preferred 1 year of office or administrative experience, preferably in a Trade Show or Convention Planning support role, however candidates with four year degree in related field will be considered.
    • Enjoyment of working in a fast-paced environment requiring ability to multi-task.
    • Strong time management and organizational skills with flexibility to adapt to quickly shifting priorities.
    • Excellent written and verbal communications skills
    • Proficient in Microsoft Office Suite including Word, Excel and PowerPoint.
    • Ability to communicate effectively with clients in English.  Ability to speak Spanish, French, or German is a plus

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