Specialist - Meeting Serv Location Little… at Arkansas… · Location…

GENERAL DESCRIPTION OF POSITION

Provides technical support for planning and coordinating of meetings, conferences, and special business events by providing detailed information on vendors, meeting space, and food requirements. This position will also provide support throughout the duration of each meeting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Collaborates with internal personnel and vendors in a professional and timely manner to ensure all wants, needs, and concerns are addressed and all meeting room logistics are complete.

• Creates detailed outlines of all meetings, stocked goods, and food requirements to provide the most appropriate options to Meeting Hosts.

• Establishes and maintains positive relationships with personnel and serves as first point of contact for all room issues and provides timely response and coordination.

• Records and provides weekly reports, reconciles credit card, charge accounts, and invoices as needed. Has working knowledge or ability to learn Microsoft Office, Concur, and SAP applications to perform these duties.

• Sets up all meeting room logistics to include placing food/beverages in conference rooms and performing clean ups.

• Coordinates with vendors to ensure food requirements are met, resolves any billing discrepancies, and to negotiate competitive pricing.

• Monitors, documents usage, and maintains all kitchens, breakrooms, and conference areas by ordering and stocking paper goods, coffee supplies, and beverages.

• Perform any other related duties as required or assigned.

• Due to our obligation to provide continuous, reliable electric service to our customers, the ability to maintain regular and punctual attendance and the ability to work outside your regularly scheduled office hours when necessary is an essential function of the job.

ESSENTIAL DUTIES AND RESPONSIBILITIES CONT'D

• Extends outreach and builds relationships with community for additional vendor resources, food options, and to retain positive relationships with current vendors.

• The ability to handle stress and work well with others are essential functions of this position.

• Maintain awareness of and compliance with applicable laws and regulations from various regulatory entities, internal policies, procedures, and directives. Ensure ongoing monitoring and timely incorporation of any changes to maintain adherence to compliance standards.
• The NERC Critical Infrastructure Protection (CIP) standards make up the cybersecurity requirements for electric utilities and focus on safeguarding critical assets from both cyber and physical threats. NERC CIP responsibilities include understanding and ensuring adherence to those regulations applicable to AECC assets that help maintain the reliability and resiliency of the Bulk Electric System (BES) by working collaboratively with subject matter experts across the organization to continually improve our CIP programs and processes for efficiency and effectiveness.

MINIMUM QUALIFICATIONS

High School Diploma.

3 years related experience and/or training,

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Valid Drivers License

Safe Driving Record

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Associate degree in Event Planning, Communications or equivalent.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions, extreme cold, extreme heat. The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations. Moderate diversity, moderately physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which require somewhat diversified physical demands of the employee. While performing the functions of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, stoop, kneel, crouch, or crawl, talk or hear, taste or smell; occasionally required to climb or balance. The employee must occasionally lift and/or move more than 50 pounds; frequently lift and/or move up to 25 pounds.

ADDITIONAL INFORMATION

• This position is designated as safety sensitive based on the duties performed. Employees in safety sensitive positions must comply with the Cooperative’s fitness for duty requirements and all applicable federal and state regulations governing workplace substance use and safety.
• Strong attention to detail, ability to plan and manage multiple projects and deadlines is required.Background in food services, hospitality management or special events coordinating is preferred.
• Excellent negotiation skills, assertiveness, and ability to influence vendors is a plus.
• Intermediate level of skill in Microsoft Office software.
• Excellent communication skills and a high level of customer service are desired.
• Due to our obligation to provide continuous, reliable electric service to our customers, the ability to maintain regular and punctual attendance and the ability to work outside your regularly scheduled office hours when necessary is an essential function of the job.