Administrative, Clerical, Support, Meetings/Expositions/Events, Other
The Hotel Contract & Housing Specialist will manage the ACS meetings hotel RFP, contract drafting, site selection/recommendation, and contractual negotiation process for up to 40 meetings annually. In addition, they will be the Society expert on hotel contract negotiations and housing management, and will work with a housing vendor partner for two annual national meetings, manage VIP housing for multiple meetings, and complete logistical housing duties for multiple other events per year.
Manage the hotel RFP, contracting drafting, site selection/recommendation, and contractual negotiation process for up to 40 meetings annually.
Work with the contracted housing company for the national meeting on the coordination of hotel contract review, submission, and signature process (two events annually)
Manage housing blocks for the national meetings to successfully maximize sleeping room block and minimize attrition issues.
Manage VIP and staff housing for national, regional, and specialty conferences and meetings (~15 events annually).
Utilize Cvent to conduct multiple city/hotel site searches based on general meeting specifications and specific client preferences.
Perform site visits when necessary to gather additional information about venues and venue locations.
Provide detailed report to client outlining contractual liabilities and cost-savings, before signature of final contracts.
Work with hotels to create call-in event code and online reservation link and ensure all details in hotel-posted information are correct for regional and specialty conferences (~13 events annually).
Draft housing text for website including details regarding guest room price, travel, local area attractions, and ground transportation.
Monitor hotel pick-up reports and report-out to client weekly with tracking details and provide recommendations for movement or changes within contracted housing block(s) to mitigate risk of attrition or other housing issues.
Create and maintain SOP’s and partners with supervisor to implement process improvements
Provide timely, outstanding customer service for internal and external clients.
Perform other duties as assigned by management.
Individual must possess strong multi-tasking and exceptional organizational skills. Person must be able to handle multiple tasks with tight deadlines and have the ability to work under pressure. Excellent written and oral communication skills are necessary. Experience with Access, Microsoft Word, Excel and other computer applications required.
College degree preferred.
Five years hotel contracting, housing management, convention and meeting planning experience required. CMP preferred.
About American Chemical Society
Founded in 1876 and chartered by the U.S. Congress, we are the world’s largest scientific society. Our mission is to advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people. Our vision is to improve people’s lives through the transforming power of chemistry.