Pco-event Customer Care Coordinator

Il y a 7 mois

Brussels, Belgique MCI Group Temps plein

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.
Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.
We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

The Customer Care unit is currently recruiting for the position of an Event Customer Care Coordinator. The tasks of this position include, but are not limited to the following:
**Registration, Travel & Finance - Events**
- Coordinate registrations for several events and congresses
- Coordinate all travel bookings upon client’s request (hotel/airport transfer)
- Participate at the event’s delegate communications (hotel booking and practical information)
- Creation of rooming lists as well as follow-up closely with hotel suppliers:

- Responsible for registration & travel archiving (GDPR compliant)
- On-site registration support
- Coordinate invoicing of delegates and follow up with the accounting department for payment reconciliation
- Provide financial reports for travel & accommodation on a regular basis
- Follow up with invoicing & reporting with the travel agencies

**Project Management Assistance**
- Assist the Manager on delivering projects & events, speakers and programme management
- Provide support the on-time delivery of online or F2F congresses and conferences
- Understand and coordinate virtual event platforms, web conferences and live streams
- Advocate a high level of service attitude and professionalism, which includes industry knowledge and understanding
- Respect timelines and critical dates and related action items
- Manage a specific part of a project (e. g.: hotel, registration, sponsorship, exhibition, abstract, etc.), or an entire project
- Work without constant intervention from the Customer Care Manager (manage one-self) & prioritise tasks and projects
- Assist with all source project-related third-party suppliers appropriately and effectively, in line with MCI’s procurement guidelines
- Ensure operational excellence and be 'Quality Obsessive'

**Membership Management Assistance**
- Be in charge of own projects with regards to Membership Management
- Import new records, keep track of new/renewed Members in the membership portal
- Set up new membership portals for new clients in the membership portal
- Create, update, follow up on invoices in the membership portal
- Assist the members in case of any questions/updates
- Import new records, keep track of new/updated CEU’s in the membership portal
- Set-up, send out of all communication in the membership portal

**Abstract and Speaker Management**
- Coordinate speaker and abstract management for several events & congresses and conferences
- Build abstract submission platforms according to the client’s needs and follow up on reviewing and selection processes
- Create and plan speaker communications
- Ensure a smooth collaboration between conference secretariat and speakers, providing and collecting all necessary information/deliverables
- Facilitate creation of conference programme by coordinating and centralising speaker and abstract management information to client, account manager, project manager and/or programme manager
- Onsite speaker management
- Post-event evaluation and follow-up with all stakeholders

**Communication**
- Articulate and revise all communication linked to the event (i.e.: participant confirmation, etc.)
- Build the registration website according to the given instructions (i.e.: content)

**Admin, IT & Tools**
- Complete procedures, documents, forms, reports that are essential to the day-to-day operations of project/ events. Master the systematic use of MCI & other available templates, tools & IT systems

**Your Profile**

You are a great match if:

- You are eligible to work in the EU
- You hold a Bachelor or Master’s degree in Business Management, including but not limited to Event, Hospitality, Tourism Management and Corporate communication or other relevant studies
- You have a minimum of two years’ experience in similar function or relevant industry
- Your English verbal and written communication skills are excellent; any additional European languages will be a plus
- You are assertive, proactive, and client-centric
- You have an eye for detail and are problem-solving minded
- Time management skills are part of your DNA
- You are flexible, agile and committed especially in busy periods
- You are proficient in the Microsoft Office package (Word, Excel, PPT, TEAMS)
- You are a quick learner and easily adapt to a fast-paced environments
- You are willing to travel all around the world (in respect of sanitary restrictions)
- You are avai

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