We’re looking for a highly-organized and detail-driven Event Coordinator, Housing to join our team, providing a bridge between our (6) internal event teams and attendees, and our contracted hotels. This position will be responsible for all housing activities related to assigned events, ranging from 10-3,500 sleeping rooms on peak, and over 100 events around the globe. This position reports to the Event Director, Sourcing & Housing.
What You Will Work On
- Main event contact for the housing pre-event, event, and post-event phases for assigned events, and act as a liaison between the event team, attendees, sponsors, and the hotel
- Set up booking links on the event website, and monitor performance with daily audits and weekly tracking
- Build various event tracking tools, ensuring up-to-date status and adhering to deadlines
- Keep the event team on track for due dates and reservations for staff, vendors, and VIPs, and lead weekly presentations on room block performance
- Create and submit rooming lists, set up billing, assign VIP status’ and concessions, and confirm the individual hotels accurately deliver
- Work with sponsors on subblocks and catering requests, guiding them through the approval process and working with the individual hotels to set up
- Monitor daily pick-up, changes, no-shows, and potential walk situations during the event phase from either onsite at the event or at home
- Reconcile final sleeping room bill and set up payment, facilitate room audits and arrange commission payments
- Facilitate and track all changes with accuracy, and communicate with both internal and external clients
- Provide accurate and prompt customer support to attendees during the pre-event and event phases
- Assist with addendums and lead attrition conversations and service deficiencies with hotels directly
- Set up and attend site visits and hotel pre-cons as needed, and assist teams with additional hotel needs such as satellite registration, branded keycards, and offsite event availability
- Assist with additional on-site event responsibilities as needed to support the entire team
- Assist with sourcing future events including reviewing venue proposals and forecasting pick up and commission
- BS/BA degree and minimum 2 years of housing experience in hotels or B2B events
- Strong computer skills required, proficiency in Google Workspace (Gmail, Google Docs, Drive)
- Meticulous organizational abilities and concise and effective verbal and written communication are required; high attention to detail
- Ability to work on multiple projects at once, set priorities, work proactively and independently, problem solve, improvise, manage conflicting priorities, and function as part of a team that must perform under pressure
- Ability to adapt to challenges and opportunities with a solution-oriented perspective; excellent strategic thinking and critical reasoning skill
- Previous experience and/or desire to work remotely; ability to manage tasks, time and schedule with limited supervision
- Creative, positive energy, self-directed, amiable, and composed under pressure; helpful and humble
- Strong client services and hospitality mindset
- Requires overnight and weekend travel, both domestically and internationally, up to 25% including over weekends
Skills That Are A Plus
- Copywriting, editing, and/or proofreading skills
- Prior experience with Asana and Slack
- Previous experience working remotely
- Experience in hotel revenue management and forecasting
- Proficiency in a second language
This position requires overnight and weekend travel to events both domestically and internationally (~25%). This position is remote, and is open to applicants who can work North America time zone standard business hours. In order to be qualified for employment in this role, final candidates must comply with the vaccination requirement or receive an approved accommodation.
The Linux Foundation is an all-remote-work organization that hires world-class talent. We are as passionate about providing a flexible and supportive work culture as we are about open-source software. Collaboration is in our DNA, and we pride ourselves on being able to work closely together while not being tied to an office. We offer exceptional benefits - e.g., top-of-the-line healthcare, unlimited PTO, Focus Fridays, and a 100% 401k match (up to the IRS-defined limit per year).
Salary $55,000 - $65,000 USD
The Linux Foundation is an Equal Opportunity Employer. We value diversity and encourage anyone interested to apply! All your information will be kept confidential according to EEO guidelines.
