Program and Events Planner

Job Title: Program Planner

Department: DMC Operations

Responsible to: Director of Operations DMC and Events

Job Summary Proper planning and monitoring of group programs and events. Development of procedures to improve client services whilst continuously improving company efficiency and effectiveness.

Major duties and responsibilities:

Update Excel & QuickBooks invoices as per clients needs and projects progress for DMC and Events. This may apply to pro forma invoices as well, as time necessitates.

Assume full responsibility for the planning of all assigned Destination Management Programs / Projects as well as assigned events.

ü Attend clients turnover conference call

ü Attend departmental planning, brainstorming and other meetings in relation to projects being assigned and being managed

ü Generate heads up notes, vendor reservations, staff requisitions, bookings, work orders, purchase orders, check requests and any other necessary documents for projects being managed.

ü Liaise with client on a regular basis as deemed necessary during the planning and operation phases of projects and events being managed.

ü Answer emails in a timely manner with clients.

ü Monitor, observe and inform clients and vendors of applicable minimum guarantee deadlines for projects being managed

ü Confirm dates, times, details, amounts for services, activities, events, etc included in the menu of goods and services included in projects being managed

ü Generate program booklets with complete project information and applicable forms and documents

ü In conjunction with the Creative & Design Events Team, ensure that any vendor imported items for projects being managed are properly booked, confirmed, received, used and then returned in accordance with the contract agreement with the vendor, as well as complete all necessary customs related forms.

ü In conjunction with the Creative & Design Events Team, ensure that any imported items for projects being managed are properly handled, cleared, delivered, etc.

ü Ensure that bookings are made to accommodate foreign staff (work permits, transportation, per diems and housing) required in a timely manner and consistent with policy.

Ensure all telephone calls and emails are returned within 24 hours of being contacted.

Collate information from vendors relating to pricing and product on a regular basis to keep price lists accurate and up to date.

Work closely with vendors and ensure that purchase orders etc are faxed, checks and payments are prepared, and applicable copies are held on DMC file.

Accurately insert relevant data using Project Management System programs, QuickBooks and or any other applicable tools, when and where applicable.

Complete necessary paperwork for onward submission to the Human Resources Department on all immigration work permits required for specialty workers required for programs, observing timelines, deadlines and Government dictated procedures.

Complete work orders, purchase orders as required and submit them to Creative & Design department in a timely manner as per policy for all events being managed.

Ensure that planning timelines are maintained when managing a program. Ex. Timely submission of Purchase orders and check requests etc.

Ensure that all Arrival / Departure Manifests and relevant documents are sent by the Client using the approved software.

Attend all pre-conference and walk-through meetings for assigned programs and update management accordingly.

Maintain relations with all Directors, Vice Presidents and Executive Team Members of CACIQUE INTERNATIONAL LIMITED and its affiliates.

Recycle all wire binders and documents upon program completion and store after stipulated period.

Attend and manage events in conjunction with Program Manager. Planner will ensure that all contracted services for set up and events are being adhered to. At the start of the event they would then turn over the program to the Program Manager, introduce the client to that manager and depart. If there is no manager available to spearhead the event, it is the duty of the Program Planner to oversee.

Attend and manage program site inspections (both sold and or tentative) in conjunction with and or in place of Sales Representative / VP Sales & Marketing / Director of Operations, etc.

Ensure all documents are properly filed at the completion of the programs and Administration, Humans Resources and Accounts receive all necessary paperwork related to the program for staffing hour's payment, vendor payments, final billing process, etc.

Events:

ü Take bookings

ü Meet with clients

ü Verify and manage requests for décor items as per SOP

ü Attend events when needed.

Attend all training sessions, as deemed necessary.

Ensure the proper securing of all CACIQUE INTERNATIONAL LIMITED and CACIQUE INTERNATIONAL LIMITED's vendors property.

Ensure that all company policies are adhered to.

Adhere to sign-in policy on a daily basis.

Any other related duties as assigned.