SERVPRO · 10 hours ago
Meeting Services Coordinator
Gallatin, TN
Full-time
Hybrid
Mid Level
3+ years expSERVPRO is a trusted leader in fire and water cleanup and restoration services. The Meeting Services Coordinator supports the Convention Team in delivering impactful events for franchisees and clients, managing accommodations, registration giveaways, and overseeing major events such as the Elite Retreat and Client Forum.
ConsumerIndustrial
Responsibilities
Source, select, and order registration giveaways (e.g., bags, apparel, branded items) in collaboration with Marketing
Manage budgets and track expenses for attendee materials and award shipping
Serve as primary contact for hotel reservations for headquarters staff, executives, and special guests
Liaise with hotels regarding rooming lists, concessions, billing adjustments, and suite upgrades
Monitor franchisee reservation pick-up against contracted blocks and respond to inquiries regarding policies and processes
Maintain and update Convention website content in partnership with IT and Marketing to reflect current themes and event details
Draft and distribute communications related to awards and registration processes
Participate in site visits and pre-convention meetings to assist with event placement and logistics
Conduct staff orientation sessions and provide secondary support for onsite needs, including reservations adjustments and food and beverage functions
Lead planning and execution of the annual four-day incentive trip for top-performing franchises, including site selection, contract negotiations, and coordination with hotels and Convention & Visitor Bureaus
Manage attendee communications, including award notifications, travel arrangements, and onsite schedules
Oversee food and beverage selections, gift sourcing, and vendor coordination
Manage event budgets and reconcile post-event financials; submit recap to Executive Management
Work closely with internal departments to plan offsite meetings, including location, attendees, agenda, and activities
Manage site selection and contract negotiations
Select offsite dinner locations and coordinate food and beverage for receptions, breakfasts, lunches, and dinners
Research and arrange ground transportation as needed
Manage contracts or Banquet Event Orders (BEO) and oversee onsite execution
Submit post-event financial recap to the host department
Qualification
Required
Strong knowledge of the meetings industry and event planning best practices
Minimum three (3) years of experience in meetings or hotel industry
Proficient in Microsoft Office Suite and related software
Excellent organizational, time management, and prioritization skills with ability to manage multiple projects
Strong attention to detail, follow-up, and ability to work independently
Exceptional interpersonal and communication skills, both written and verbal
Ability to work in a fast-paced environment and maintain focus on execution and results
Commitment to delivering excellent customer service and representing SERVPRO® professionally
Preferred
Bachelor's Degree Preferred Or Comparable Work Experience
Valid driver's license or US Passport is a plus
Benefits
Excellent health benefits plan, which includes medical, vision and dental options
401(k) with company match
Company profit sharing plan
Generous paid time-off and paid holidays
Paid parental leave
2 free on-site fitness rooms
Employee Assistance Program
Employee Resource Groups
Personal and professional development program
Company
SERVPRO
servpro is a construction company providing water restoration and maintenance services.
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2019-03-26Acquired
Leadership Team
Brett Ponton
Chief Executive Officer
R
Rick Isaacson
Chief Executive Officer
Recent News
2026-01-15
Sports Business Journal
2025-11-19
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