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 Americans, Asia-Pacific, India, the Middle East and Africa.

Our business is founded on the human insight: When people come together magic happens. It was created with the vision on creating strong connections between real people, in real places, in real time.

Are you a people person with a passion for events? Do you excel in delivering exceptional customer service? 

We are recruiting for the position of an Event Customer Care Coordinator.

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 our 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