Senior Event Registration Coordinator - Experiential Marketing Agency

Job Description
Job Purpose
As
Senior Registration & Housing Coordinator
you will work across one or multiple clients and projects, working closely with the client’s events team, supporting the Registration Lead, Housing Lead and/or Project Lead in the planning, logistics, admin, execution and delivery of all projects assigned to you. You will have regular client and internal interaction with teams and GPJ colleagues across the globe and multiple time zones.
You will work closely with a team of Registration Managers, Housing Manager and Producers to continually support and deliver your projects. You will demonstrate strong project management and communication skills, with a strong focus on customer satisfaction and the ability to work to timelines and make independent judgement in the resolution of customer service challenges.
Key Responsibilities
Proactive interaction with the Registration Lead, suppliers, vendors and Client to ensure Registration deliverables are completed timely
Proactive interaction with the Housing Lead, Hotels and Client to ensure Housing deliverables are completed timely
Proactive interaction with Producer and Client to ensure other deliverables are completed timely
Handle registration and/or housing reporting and related tasks
Manage audits such as registrations, reservations, invitations, and pass allocations
Responsible for registration data integrity
Manage event inboxes within service level agreements
Support delegate, vendor and exhibitor enquiries via email and occasionally via phone
Manage multiple events and event roles simultaneously
Travel to attend events internationally (including weekends)
Handle delegate payments, supplier invoicing and related tasks, when necessary
Plan and manage on-site registration processes and deliverables as needed
Plans and manages on-site accommodation/rooming process
Work with client, suppliers, hotels, other vendors and co-workers in multiple locations and time zones
Organising, ordering, and managing materials and shipment for on-site
Support Registration Lead, Housing Lead and Producers and with logistics and administrative tasks
Proficient in various software applications, such as spreadsheets, databases, manipulating and/or formating data and/or reports
Set up and manage hotel(s) and room block(s) inventory in the registration & housing platform
Testing Registration and Housing platform workflows
Set up registration or housing related email communications
Reconciles post-event accommodation/rooming report(s); final pick-up at hotel(s), audit results and commission due.
About you
You are FLEXIBLE - Flexibility is key and the ability to work evenings/weekends as needed and away from home/overseas as required
You are CURIOUS and INTERESTED - You are eager to learn a team player always willing to support those around you
You are a PROBLEM SOLVER - You like to challenge yourself, be resourceful and have the ability to work independently and manage your own workload in a fast paced environment
You are proactive with your peers and colleagues across the business and are always willing to go the extra mile to make sure that your clients and partners are satisfied
You’re highly motivated and enjoy getting things done
You have the ability to deal with multiple requests from multiple different people with confidence and the ability to prioritise
You are a people person who enjoys and values the importance of good processes
You’re confident with using a variety of different software systems
You have the ability to work under pressure whilst continuing to respond to tasks quickly and efficiently
You demonstrates a high level of professionalism at all times
You want to be part of a team and help create a great work environment and company culture
Your Background, Skills & Experience
Essential:
Demonstrates strong and effective communication skills
Strong telephone and email skills with the ability to handle difficult conversations and queries
Organised - Can multitask, manage time and plan, to include managing concurrent tasks efficiently
Detail oriented with strong organisational skills
Hotel Knowledge / Experience
Registration and/or Events knowledge / Experience
Ability to work with client/s, co-workers and vendors in multiple locations and time zones
Strong overall Microsoft office and G-Suite skills, especially Excel/Google Sheets
Must be a team player. Must be flexible.
Highly Desirable:
A good level of technical skills including database skills and comfortable working in multiple technical environments
Experience with platforms such as Rainfocus or Cvent
Fluency or working knowledge of another European language
Experience within a marketing or events agency would be an advantage