IL or TX, USA

22nd October

REPORTING TO: HEAD OF GROUPS, MEETINGS AND EVENTS
OFFICE LOCATION: Deerfield, IL or Dallas, TX, USA

Reed & Mackay is a strategic corporate travel management and services company and a leader in its field with a vision to attract, develop and retain the most talented people within the industry. Delivering outstanding service to clients is at the heart of our business and by demonstrating ROI for customers significantly above any other TMC’s we continue to outdistance our competitors.

We are a 24/7/365 business employing over 400 people internationally with locations in the USA, Europe, the APAC region and several sites in the UK including Aberdeen and London. The company is rapidly expanding globally with further offices planned to open, and we are now part of TripActions, a leading company in the provision of travel and expense technology.

This position can be located in either Deerfield, IL or Dallas, TX.

OVERALL PURPOSE OF ROLE:
As an integral member of the Meetings and Events Department, further the vision and goals of R&M by providing outstanding support across the US and UK.

PRIMARY RESPONSIBILITIES:
• Assisting with the cross-checking and creation of basic invoicing across the client base
• Manage Conference Room Reservations and space sourcing
• Payment of suppliers, ensuring all systems are updated with invoicing numbers for reconciliations
• Creating Client Account opening forms in Company Database (potentially multiple currencies)
• Updating the internal commission spreadsheet and chasing finance for commission invoice numbers
• Checking that Meeting Booker inquiries are being pushed through the IQ system, or manually uploading where necessary
• Supporting Director, Ops Manager and Team Leader with basic admin tasks as required
• Answering calls and taking messages
• Attend internal meetings where required, taking meeting minutes and following up on any outstanding actions
• Training in TripActions/R&M Finance Systems
• Assisting with the cross-checking and creation of basic invoicing across the client base
• Cross over fee invoicing for group travel

KNOWLEDGE, SKILLS AND EXPERIENCE:
• Creation and upkeep of PNRs for all meeting and events projects to ensure traveller tracking
• Understanding of basic event administration

ESSENTIAL TECHNICAL SKILLS AND EXPERIENCE:
• Work at all times in accordance with the Reed & Mackay working procedures and comply with the following accreditations: ISO 9001:2008, ISO 27001:2005, ISO 14001; 2004, PCI –DSS.

PERSONAL DEVELOPMENT OPPORTUNITIES:
We think it’s very important that you take responsibility and drive your own personal and professional development. You will be encouraged to develop your skills and knowledge.

R&M operate an open culture, providing the opportunity for their staff to build valuable management, business, and commercial experience to complement their proven technical skill set.

NEXT STEPS:
If you have what it takes to be our Coordinator, please forward your resume to HR.US@reedmackay.com.