Overview:

Under the general guidance of the Director Sourcing, Contracts, Exhibits and Travel, the Hospitality Service Support Coordinator will work with YUSA departments in a high-volume procurement environment supporting sourcing/securing hospitality services (i.e. sourcing/RFPs management, exhibit coordination, travel support, etc.). Position with support efforts to ensure staff compliance with YMCA of the USA organizational policies and procedures.

YMCA of the USA (Y-USA) embraces a remote-first working environment which means most employees work remotely from a home office within the continental United States.

CVENT MEETING REQUEST AND SOURCING SYSTEM

• Oversee the Cvent platform for sourcing and the Meeting Request Form (MRF) ensuring updates to vendor contacts, and system changes are made promptly to keep the system functional.
• Support Cvent MRF operations by providing customer service support, resolving issues with the automated form, reviewing requests for accuracy for hospitality services and all other general matters related to system performance.
• Assist when needed by YUSA internal staff with technical issues that may arise from Cvent regarding the MRF or the platform.
• Handle assigning relevant YUSA stakeholders a Cvent user account/login as well as monitor list to remove exiting staff/users.
• Work with the Director to identify areas of improvements and updates with the Cvent MRF and address with Cvent tech team.
• Serve as troubleshooter providing tech support, training and guidance for YMCA of USA staff related to the Cvent MRF.

RFP

• Assist with the creation of draft RFI proposals working with Director and Senior Manager to identify data need.
• Coordinate and assist team management with the submission of Request For Proposal (RFP) in the company’s program or designated format
• Ensure that all submissions are compliant with policies and procedures defined by OGC as well as those of other departments with focus on fair review/and an ethical selection process.
• Track hospitality contract data (hotels, speakers and other services) updating status on programs and researching key information points needed to prepare reports for the team regarding company business volume, liability potential and overall value.
• Support efforts to create a speaker sourcing/contracting process that represents best practices for fast and efficient results.
• Serve as contact to support staff with automated speaker sourcing needs including implementing and managing a YUSA Call for Abstract service through the Fairmarket platform.

TRAVEL

• Oversee posting and monitoring of travel processes and procedures on the YUSA Intranet to ensure continued accuracy and encourage compliance.
• Assist with creation of an effective customer performance tracking tool to evaluate travel services and identify areas of success and improvement
• Assist in tracking vendor performance. Create scheduled summary reports to help assess success and evaluate vendor relationships for travel.
• Assist the team with training internal clients as needed.
• Serve as the company expert on the Navan travel system to provide customer service support for internal clients and external parties creating an efficient and trouble-free process.
• Identify travel issues and understand escalation process when needed to ensure that all relevant stakeholders are updated.

GENERAL

• Oversee YUSA Commission Tracking process for hotel procurement by monitoring submission and assist with reconciliation process.
• Assist team in tracking YUSA hotel point program following up on submissions to ensure points are credited appropriately to organization’s accounts. Provide reports based upon schedule.
• Support efforts to maintain an accurate database for hospitality industry partners/vendors, speakers, etc.
• Assist with other contract administration and sourcing duties as needed.
• Conduct business stakeholder presentations as needed.
• Commitment to the YUSA values of respect, responsibility, honesty and caring.

• Bachelor’s degree preferred but not required with 5 or more years of experience in field.
• Minimum of 4 years’ experience in hospitality industry and customer service including working with entities at management and executive levels.
• Exemplifies knowledge and understanding of basic hospitality terms.
• Demonstrated experience aligned with monitoring compliance with organizational and departmental policies, procedures, goals and initiatives
• Demonstrated strong experience working hands on with technology and utilizing various platform tools. Knowledge of Navan, Fairmarket, Ironclad, A-Z or similar platforms a plus.
• Demonstrated ability to follow processes and basic business principles.
• Skilled listening and adept at identifying stakeholder requirements and working with the team to find solutions to meet/exceed expectations.
• Open to taking on varied tasks with a professional attitude.
• Strong written and oral communications skills.
• Strong analytical and problem-solving skills with detail-orientation.
• Strong interpersonal skills and the ability to work with a diverse group of individuals at various levels.
• Ability to work under pressure and meet deadlines.
• Ability to organize and prioritize multi-step process while
• Advanced knowledge of Microsoft Office Suites.

We offer a full benefits package including medical, dental, vision, defined benefit plan (retirement savings), defined contribution plan (403(b) plan, life and disability insurances, technology stipend, and generous paid time off, all in a work from anywhere in the U.S. workplace.