Event Customer Care Coordinator

The company  is an independently owned company with headquarters in Geneva, Switzerland and a global presence.

Our +2,500 professionals in 60 offices and 31 countries work with clients across Europe, the Americas, Asia-Pacific, India, the Middle East and Africa.

Our business is founded on the human insight: When people come together magic happens.

The Customer Care unit is currently recruiting for the position of an Event Customer Care Coordinator, part of the PCO (Professional Congress Organiser).

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  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 

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 

 

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)

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


• You are flexible, agile and committed especially in busy periods


• You are allowed to travel abroad