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.
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.
Event Customer Care Coordinator
Functieomschrijving
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)
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)
Profiel
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
Aanbod
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Van € 2.300 tot € 2.400 per jaar
You will work in a young, dynamic, international company in the field of communication
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