Project Coordinator

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We are seeking a Project Coordinator that will support a number of internal groups, including Event Sourcing, Guest Services, and the General Manager. The team is looking for a detail-driven, tech-savvy team player who thrives on keeping things organized and running smoothly. A big plus if you have experience/exposure in the hospitality/events space! In this role, you'll support multiple teams with scheduling, reporting, and event coordination while ensuring processes stay accurate and efficient. The ideal person loves learning new tools, solving problems, and collaborating to make operations better every day. If you're proactive, adaptable, and excited to contribute behind the scenes, this is that role!

What You'll Be Doing

Supports Guest Services:

• Track Time-Off Requests: Assist and maintain systems for tracking and approving team time-off requests to ensure accurate scheduling and coverage.
• Reporting and Data Analysis: Generate and distribute reports to managers as needed, providing timely and accurate information to support decision-making.
• Program Setup Support: Assist with the setup and coordination of programs, ensuring smooth implementation and adherence to standards.
• Document Administration: Oversee the organization and accessibility of Standard Operating Procedures (SOPs) and other key documents for team use.
• Productivity Tracking: Prepare and present monthly productivity statistics for Travel Consultants and Registration Specialists to monitor performance and identify trends.

Supports Sourcing:

• Contract Administration: Save completed contracts in designated systems for easy access and record-keeping. Manage and maintain data in Encor and MOC systems to ensure accuracy and compliance. Request and submit hotel invoices promptly, ensuring proper documentation and timely processing. Update award/decline information in Cvent to support sourcing decisions.
• Reporting: Update and maintain the Master Grids with key data and status. Review contracts against systems reporting to ensure alignment and accuracy.
• Sourcing/Event Support: Assist with Summer Regional Series by creating and maintaining master grids for event planning and execution. Manage shared mailbox activity and communication. Assist with RFPs and response review and comparison as needed.
• Partner Coordination: Create and manage a list of partners offering Maritz and Edward Jones rebates and clauses, ensuring alignment with sourcing standards.
• Process Improvement: Collaborate with partner teams such as Event Analytics and Robotic Process Automation (RPA) to enhance sourcing efficiency and accuracy

Supports Department:

• Team Support: Coordinate team lunches, schedule internal and client meetings, and ensure smooth day-to-day operations.
• Equipment & Facilities Management: Maintain copiers and office equipment and manage onboarding logistics by preparing workspaces and ordering necessary equipment.
• Employee Onboarding & Updates: Update team guides with new employee information and ensure accurate documentation for onboarding processes.
• Survey Administration: Distribute survey information, track team members mentioned by name in survey responses, and compile related data for leadership review.
• SharePoint Management: Maintain and update SharePoint content to ensure accurate and accessible information for the team.
• Event Support: Assist with Summer Regional Series by ordering, distributing, testing, and returning equipment as needed.
• Special Projects: Provide support for ad hoc projects as requested by leadership.

What You'll Bring

• Bachelor degree or 2 years of equivalent business experience required.
• Proven organizational skills and ability to handle multiple demands.
• Excellent computer skills, knowledge of Microsoft Office tools including Co-Pilot or other AI tools.
• Ability and willingness to learn new technology quickly.
• Ability to analyze and manipulate data and create custom reports.
• Excellent communication, collaboration skills, problem solving skills and critical thinking skills Self-motivated and proactive.
• Strong desire to learn and grow.

Nice to Have

• Hospitality-related degree a plus.
• 6 to 12 months of previous event coordination.

Things You Should Know

• This is a hybrid role in the Fenton, MO office.

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked.

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-9761 or by sending an email to peopleanddevelopment@maritz.com.