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
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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'
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
- Oversee communication, such as email and social media interactions, with potential speakers.
- 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
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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)
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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 available to join the team rapidly
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We offer:
The opportunity to work in an international and dynamic environment with multi-cultural colleagues.
A full-time job (40h/weeks with 12 recuperation days per year).
A competitive salary package which includes
- meal vouchers,
- hospitalisation insurance,
- group insurance (pension),
- continuous learning & development opportunities via our MCI Institute (online & offline L&D suites),
open-minded company with room for creativity, innovation, growth opportunities.
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