Conference Coordinator

Job Title : Planner – Resource & Travel Management Contractor

Location : Irving, TX 75039

Pay rate : $29.00 - $29.20 / hr

Work schedule : Hybrid – Onsite at least 1+ day per week (Irving, TX). May support 1 conference onsite in Grapevine, TX if needed.

Job Overview :

This role supports the Resource & Travel team by managing resourcing processes, inbox communication, data accuracy, and reporting for 40+ global conferences per year. The Planner will respond to staffing and travel inquiries, update key systems, maintain Excel-based tools, and collaborate with multiple cross-functional teams. Success requires strong communication skills, attention to detail, and the ability to operate proactively in a fast-paced, data-driven environment.

Roles & Responsibilities :

• Manage the Conferences Resource & Travel inbox and respond to inquiries within 24–48 hours
• Track all email inquiries, categorize requests, and monitor volume by quarter
• Maintain organized communication flows for the Resource & Travel team
• Action staffing and resourcing changes across all internal tools; escalate issues as needed
• Maintain clear communication with stakeholders, ensuring updates and follow-ups are completed
• Confidently communicate with senior-level executives to obtain required information
• Maintain and support Excel-based tools, ensuring formula accuracy and data consistency
• Partner with Logistics, Registration, and Housing teams for late staffing changes
• Create and maintain documentation in SharePoint (FAQs, setback schedules, etc.)
• Manage post-conference audit processes and produce division-level analysis
• Support bi-annual travel allocation and review cycles
• Prioritize and manage multiple tasks in a high-performance environment

Required Qualifications :

Preferred Skills :

Additional Information :

Benefits (employee contribution) :

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.