Event Customer Care Coordinator

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Event Customer Care Coordinator
BE Event Customer Care Coordinator | MCI | Events
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:

Event Registration, Travel & Finance:

• Set-up and coordinate registrations for several events, conferences, and congresses
• Coordinate travel bookings upon client’s request (hotel/airport transfer)
• Be responsible for all delegate communication including but not limited to setting up and sending out the communication emails for confirmation, reminders, hotel booking, practical information etc. and follow-up on actions to be taken.
• Creation of rooming lists as well as follow-up closely with hotel suppliers
• Responsible for registration & travel archiving (GDPR compliant)
• On-site registration support including but not limited to badge and certificate creation, pre-event meetings with suppliers on badge creating/flow discussion, material order, API links and reporting
• On-site registration attendance, double check set-up is correct, onsite support desk, onsite live reporting, hostess management
• 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 divers projects & events, including speakers and programme management
• Provide support the on-time delivery of online or F2F projects, events, 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’

Membership Management Assistance:

• Be in charge of your own projects with regards to Membership Management
• Import new records, keep track of new/renewed Members in the membership portal
• Import new records, keep track of new/updated CEU’s in the membership portal
• Set-up new membership portal(s) for new/renewal client(s) in the membership portal
• Set-up and send out all communication including membership renewal in the membership portal
• Create, update, follow-up on invoices in the membership portal
• Assist the members in case of any questions/updates
• Weekly or monthly reporting on membership, finances, CEU’s.

Communication:

• Build the registration website according to the given instructions (i.e.: content)
• Articulate and revise all communication linked to the event (i.e.: participant confirmation, etc.)

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
• Demonstrate effective usage of available registration software features (e.g.: Aventri, Cvent, EventsAir etc.), virtual event platforms (such as MeetYoo, Swapcard, SpotMe), web conference tools (such as WebEx, Zoom, Interactio, Kudo)
• Effectively use all job-related tools and systems, computer hardware/software
• Respect the GDPR regulations related to events/conferences

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

We offer:
The opportunity to work in an international and dynamic environment and with a multi-cultural team.
A full-time job (40h/week with 12 recuperation days/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.

We are not just offering a job but a challenging career opportunity for talented and motivated candidates who have a commitment for excellence and focus on quality service delivery.
Ready for this challenge?
Submit your application including your CV, motivation letter and references to Isabelle Servais, People & Culture Manager at the following address: brusselsjobs@mci-group.com before Friday, 17 December 2021.
IMPORTANT NOTE: Incomplete applications will be disregarded.
Should your application be successful, you will be contacted for an interview.

Job Type: Full-time