Design and Development Coordinator, Corporate Event Planning

360 Destination Group is an award-winning national destination and event management company with offices throughout California, Las Vegas, Florida, Texas, Arizona, Nashville, Chicago and New York.

360DG packs decades of know-how into amplifying the very best that each destination has to offer. As a company that values innovation, creativity, and excellence, we pride ourselves on utilizing a unique and customized approach to deliver unforgettable events that leave our clients speechless.

We now find ourselves seeking a hospitality-oriented individual currently residing in Orange County or San Diego with a passion for design and events to be the next Design and Development Coordinator assisting our Orange County, Santa Barbara, and San Diego event designers! As a member of our team, you’ll bring to life a variety of corporate events ranging from carnival-themed seminars to Latin nightclub receptions all while collaborating with professionals who are equally as passionate about creating memorable experiences as you!

This is what WE offer YOU...

• Quarterly incentive eligibility, which is based on the company’s performance.
• Health insurance coverage including medical, vision, and dental.
• Discretionary PTO AND paid holidays.
• A retirement savings plan (401k).
• Short term disability insurance coverage.
• Life insurance coverage.
• Paid DCMP and / or CMP certification.
• Paid industry memberships.

As the DESIGN AND DEVELOPMENT COORDINATOR, you will...

• Meet deadlines for service response to Design and Development Managers.
• Assist in site inspection planning and execution to include creation of site inspection documents, booking of vendors, paying vendors, and invoices for clients.
• Assist the Design and Development Managers with the production of proposals.
• Create proposal shells that accurately reflect the services requested and their relative costs.
• Develop creative descriptions for customer requests.
• Assist in vendor reach-outs to check availability and start communication as needed between Design & Development Managers and Vendors.
• Assist in obtaining accurate and cost-effective quotes that meet the agreed upon sales requirements per generated proposals or contracts.
• Provide accurate pricing for all services provided.
• Book and maintain tentative holds for venues / activities for proposals being generated. Release or contract vendors as required in relation to the proposal / contract in question.
• Contact and confirm vendor and supplier services / products within the designated time frame.
• Assist Design & Development Managers with Diagrams, Staff Assignments in ECS, Vendor Reconciliation in ECS, and Credit Card Payment facilitation when requested.
• Participate in turnover meetings as requested with Operations and Sales Team to facilitate seamless and accurate transitions of client files.
• Assist Design and Development Managers in paying vendors through Gravity while in sales stage.
• Update the CRM with new vendor information and maintain a current status for all vendors used.
• Maintain CRM & ECS database with current and future vendor contact information.
• Research / communicate with suppliers, provide an accurate assessment, and maintain good vendor relationships.
• Maintain and organize vendor tariff folders; ensure all pricing and descriptions are valid and clearly labeled / saved.

Save any newly developed activity, décor, teambuilding, etc. write ups in the proposal tariff.

• Maintain ECS inventory as directed by supervisor.
• Assist in organizing familiarization tours for clients and prospective clients and assist in overseeing local sales-related special projects, including, but not limited to : local client events, hotelier appreciation events, sponsorship and promotional commitments, and planning / execution of sales events with various hotel partners both locally and nationally.
• Work with Marketing on sales materials, such as the Weekenders, Photo Pages, and Area Guides, and website content, such as gathering photos and descriptions.
• Assist Account Executives in creating and facilitating hotel drops.
• Maintain a presence on social media and other sales outreach platforms.
• Follow all accounting and procedural guidelines with respect to deposits, vendor payments and American Express expense reports.
• Follow all accounting and procedural guidelines with respect to deposits, vendor payments and American Express expense reports.
• Construct attachments of contracts and deposit invoices, as necessary.
• Maintain a general knowledge of venues, restaurants, and tours and activities in respective city.
• Report to local office in accordance with General Manager requirements (varies based on destination).

You'll stand out from the crowd if you...

• Work as a productive team member, take initiative, act creatively, operate flexibly, and do everything with honesty, integrity, and with a focus on client satisfaction.
• Work well in a fast-paced team environment, work overtime when required, and deliver quality service to our clients.
• Act in a self-starting way, make good independent decisions, and take steps to complete work within time parameters.
• Generate new and innovative ways to improve our company's products and services.
• Recognize essential elements of a challenge and develop creative solutions.
• Are detail-oriented with vendor contracts, invoices, and agreement clauses.
• Respond quickly to changing circumstances and anticipate new developments where possible.
• Act in a forthright way.
• Give and accept feedback constructively.
• Recognize and consider the client’s expectations and needs and have a do what it takes mentality.

We are seeking someone with...

• Advanced skills in Microsoft Word, Excel, and PowerPoint.
• Excellent verbal and written communications skills.
• Experience using computers, phones, copiers, smart phones, tablets, and other standard office equipment.

Job Conditions :

The specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually low. The physical demands described below are representative of those that must be met by an associate to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the associate is :

• Frequently required to perform administrative and professional work using writing tools and electronic media.
• Required to be ambulatory to move around freely between buildings and between levels within buildings.
• Occasionally lift and / or move up to 30 pounds.
• Occasionally exposed to fumes or airborne particles and toxic or caustic chemicals associated with office work.

Disclaimer :

This job has recurring work situations involving moderate degrees of discretion. The need for accuracy and effective utilization of accepted policies and procedures is high.

Errors in judgment and execution will waste time and resources, adversely impacting unit performance. Employees operate independently but work is verified by supervision.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.

They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Acknowledgements :

360 Destination Group is an Equal Opportunity-Affirmative Action Employer / Disability / Veteran.