Job Information
American Express Global Business Travel Meeting Planner in Warsaw, Poland
Amex GBT is a place where colleagues find inspiration in travel as a force for good and – through their work – can make an impact on our industry. We’re here to help our colleagues achieve success and offer an inclusive and collaborative culture where your voice is valued.
Ready to explore a career path? Start your journey.
The Meeting Planner is responsible for all elements of the end to end management of an event, including sourcing, group air, logistics, financial management and delivery.
He/She will manage the process from Meeting Qualification call and initial venue proposal to post project financial reconciliation, respecting customer and American Express Meeting & Events standards, procedures and policies.
What You’ll Do o n a Typical Day :
End to End National and/ or International project management
Negotiation (Financial, Contractual etc)with suppliers
Communication with meeting owners
Operational management of the event database (planning, registration)
Accurate and timely data management
Logistical coordination
Improving of revenue per event and understanding of overall contribution to revenue and P&L
Budget reconciliation per event
Sound Company product knowledge and ability to cross sell products where possible
Analytical Reasoning – using analysis of today’s meeting data for future event delivery
Onsite assistance (if required, not mandatory)
Financial and Data Reporting per event, per client
Additional duties as requested
SOURCING
Understand and meet Client Service Level Agreements (SLA if applicable)
Qualifying call with meeting owner to resolve requirements of the event
Identify appropriate venues according to client/event needs and launch of Request for Proposal
Creation of Client Event Proposal
Identify appropriate transportation to venue (air, train…)
Follow preferred suppliers program
Advise the client about the most suitable options to meet event objectives
Inform about rejected venues (quality, availability…)
Communication with suppliers
Confirm and lead supplier deadlines
Reminders to customer on supplier deadlines
Budget creation and management
Negotiate rates and conditions
Revenue management to ensure per event profitability
Coordinate Inspection trip if needed and assistance if required
Secure meeting owner approval on budget and terms & conditions of suppliers
Collect required data according to customer policies (POs…)
Confirm/Cancel venues to suppliers
Provide feedback to suppliers on cancelled venues
Secure contracts from suppliers to be signed
Renegotiate best rates, contract conditions and payment terms
Sign contracts with suppliers
Issue timely deposit invoices to customer
Make required payment to suppliers to ensure bookings
LOGISTICS
Find opportunities to increase income/revenue: new products, additional services, improved services
Liaise with suppliers
Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)
Attendee management
Direct contact with attendees (if required)
Reminders to meeting owner on cancellation and attrition deadlines
Establish plan for transportation from origin cities to venue
Coordinate transfers at destination
Advise meeting owner about menu options
Prepare documentation for attendees: - Programme / Welcome letter / Badge / Air/Train ticket
Prepare internal documentation for the event: - Agenda with turning points and details of the event / Rooming list / Transfer lists / Contacts
Alert meeting owner with updated budget if it increases
Updated budget to client prior to departure
Ensure compliance to customer policies
Issue invoices to customer as per agreement
Make required payment to suppliers as per ad hoc agreements
Briefing to onsite assistants/freelance staff
EVENT
Ensure approval is received for any extra service required on site
Negotiate cancellations/no shows to minimize costs
POST EVENT
Re-negotiate cancellations/no shows to minimize costs
Refund unused flights where possible
Prepare specific report per event (clarity, compliance, expenses, savings…)
Prepare actual Attendee status
Prepare actual budget with final cost reconciliation
Prepare final invoice for client or individuals
Location
Warszawa, Poland
The #TeamGBT Experience
Work and life: Find your happy medium at Amex GBT.
Flexible benefits are tailored to each country and start the day you do. These include health and welfare insurance plans, retirement programs, parental leave, adoption assistance, and more.
Travel perks: get a choice of deals each week from major travel providers on everything from flights to hotels to cruises and car rentals.
Develop the skills you want when the time is right for you, with global tuition assistance, access to over 20,000 courses on our learning platform, leadership courses, and new job openings available to internal candidates first.
We strive to champion Diversity, Equity, and Inclusion in every aspect of our business at GBT. You can connect with colleagues through our global Inclusion Groups, centered around common identities or initiatives, to discuss challenges, obstacles, achievements, and drive company awareness and action.
Wellbeing resources to support mental and emotional health for you and your immediate family.
And much more!
All applicants will receive equal consideration for employment without regard to age, sex, gender (and characteristics related to sex and gender), pregnancy (and related medical conditions), race, color, citizenship, religion, disability, or any other class or characteristic protected by law.
Furthermore, we are committed to providing reasonable accommodation to qualified individuals with disabilities. Please let your recruiter know if you need an accommodation at any point during the hiring process. For details regarding how we protect your data, please consult GBT Recruitment Privacy Statement (https://www.amexglobalbusinesstravel.com/gbt-recruitment-privacy-statement/) .
What if I don’t meet every requirement? If you’re passionate about our mission and believe you’d be a phenomenal addition to our team, don’t worry about “checking every box;" please apply anyway. You may be exactly the person we’re looking for!
Click Here to Learn More (https://www.amexglobalbusinesstravel.com/careers/)