Front Office/Events Coordinator

at  National HealthCare Solutions Inc

POSITION SUMMARY

Assists with the front desk daily operations, employee engagement events and sales incentive event planning activities that supports the overall marketing strategy for VUMI. Drives results by assisting in the event planning and agent visits to Miami and Dallas. Performs monthly marketing expense budget reconciliations, request quotes and buy promotional items and managed the inventory, and assist in general office management.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Associate’s or Bachelor’s degree
• Event planning or travel agency experience preferred
• Bilingual (English-Spanish). Portuguese is a plus.
• Excellent writing and editing skills. Ability to effectively communicate concepts in writing.
• Proficient computer skills including Word, Excel, PowerPoint and understanding of graphic design concepts.
• Strong team orientation with focus on team success. Willing and able to support other team members.
• Comfortable taking and giving direction and managing expectations with a service first approach.
• Highly organized and flexible. Good at prioritizing and meeting deadlines.
• Self-starter, ability to manage multiple projects on tight deadlines and make decisions independently.
• Graphic Design computer skills (InDesign) experience is a plus.

The essential functions include, but are not limited to the following:

• Manage the daily front office operations such as greeting visitors, preparing packages, receive correspondence and deliveries.
• Manage the event planning process for agent’s incentive seminars in Miami.
• Manage the booking of flights and hotel rooms for employees and/agents.
• Assist in the implementation of employee engagement communications and activities.
• Act as a liaison between the Miami, Ecuador, Panama, Medellin and Dallas office.
• Supports the new hire orientations.
• Manage hectic events and conference rooms calendars.
• Orders office and marketing supplies.
• Manage the credit card reconciliation process for the Marketing Department.
• Assist in the process of ordering business cards and many kinds of promotional items.
• Assist in the develop and support delivery of agents pre and post-convention materials.
• Keep up to date the marketing and sales events calendar.
• Assist in the purchasing of marketing promotional materials. Work with the vendors to ensure that vendor prices are competitive. Keep up to date an inventory.
• Proactively support post event follow up and lead database management.
• Support other marketing and sales department managers and head when needed. Proactively keeps the office organized.