Job Description:
MCI Benelux SA is looking for a Customer Care Administration Officer .
The Role
Registration, Travel & Finance Support - ( Registration 95% – Travel 5% )
- Handle participant queries with regards to registrations for multiple events and congresses via email and via phone
- Process travel requests from clients (hotel bookings, airport transfers)
- Assist with delegate communication (hotel details, practical info)
- Assist with the visa support letters for participants, if requested
- Prepare rooming lists
- Ensure accurate archiving of registration and travel files (GDPR compliant)
- May be asked to provide on-site registration support when required
Assist with delegate invoicing and liaise with the Customer Care Coordinator for payment follow-up via email and via phone
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Project Coordination Support
- Support the Customer Care Manager/Customer Care Coordinator and project teams with general administrative coordination
- Manage clearly defined project components (e.g. registration, travel, hotel lists, basic reporting)
- Assist in preparing project documentation and timelines
- Maintain a professional and service-oriented approach in all interactions
- Respect deadlines and organise workload effectively
- Work independently on assigned tasks and manage priorities
Ensure accuracy and compliance with internal quality standards
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Abstract & Speaker Administration
- Provide administrative support for abstract and speaker management
- Support email communication with speakers and support their onboarding
- Collect required documents (bio’s and pictures, etc.) and ensure smooth information flow
Support the coordination of programme information for internal teams
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Communication Support
- Support in maintaining accurate registration websites based on provided content
- Prepare participant confirmation messages and related communication
Monitor shared mailboxes and handle participant inquiries daily
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Administration, IT & Tools
- Use event software (Aventri, Cvent, Swoogo, etc.) and virtual platforms (Swapcard, Zoom, WebEx…) efficiently after training
- Apply GDPR rules and internal ISO/EMAS guidelines in all tasks
Work with standardised templates, tools and internal systems
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Your Profile
- Eligible to work in the EU
- Hold a superior degree (Business, Admin, Events, Hospitality, Communication, or similar)
- At least two years of experience in an administrative, events, customer support or hospitality function
- Fluent in English (verbal and written, level C1); additional European languages are a plus
- Organised, service-minded, and proactive
- Strong attention to detail and problem-solving skills
- Manage time effectively, especially during peak periods
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams)
- Quick learner and easily adapt to a fast-paced environments while working on multiple projects at the same time
- Open to occasional international travel
Available to join the team rapidly
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What We Offer
- A dynamic and international work environment with multicultural colleagues
- A full-time job which can be performed remotely from an EU country under specific conditions
- A competitive salary package
- Continuous learning and development opportunities through the MCI Institute
